Item 4C - MemoItem 4C
CITY OF
SOUTHLAKE
MEMORANDUM
June 3, 2025
To: Alison Ortowski, City Manager
From: Daniel Cortez, Director of Economic Development & Tourism
Subject: Item 4C: Approve the audio and video for events contract with Eagle AVL
in an amount not to exceed $60,000
Action
Requested: Approve the audio and video for events contract with Eagle AVL in an amount
not to exceed $60,000.
Background
Information: For over twenty years the City has contracted the audio and video production of
its events which mainly include the annual Home for the Holidays Tree Lighting
event and the Stars & Stripes Independence Day celebration. Over the last few
years, additional events such as Celebrate Southlake have also necessitated
professional audio & video services.
The City partners with vendors to continue the ongoing success of hosting both
large scale and smaller events. The City of Southlake issued an RFP to issue a
contract for over $50,000 annually, for all audio and video needs for City
events. This process provides a consistent and professional execution for City
hosted events. Four (4) bids were received and reviewed, and Eagle AVL was
selected by the bid review panel made up of City of Southlake employees.
Based on Eagle AVL's ability to provide the services requested, best value, and
their experience, the City recommends the audio and video contract for city
events be awarded to Eagle AVL. The contract being awarded is for one (1)
year with the option to renew annually for an additional four (4) years. The
approval of this agreement would represent the first year of potentially a total of
five years of contracting with Eagle AVL.
The total cost for the first year (June 3, 2025 — June 3, 2026) of the agreement
is $58,000. The new agreement with Eagle AVL for the first year represents a
0% increase from the past 12-months. The agreement has a 0% increase for
year 2 and the option for up to a 3% increase beginning in year 3 of the
contract, and another 3% increase in year four and year five.
Financial
Considerations: Funding for City audio and video services in the amount of $60,000 is approved
in the FY 2025 adopted Hotel Occupancy Tax and General Fund budget and
will be proposed for the same amount in the FY 2026 Hotel Occupancy Tax and
General Fund budget. For reference purposes, the cost for services by event is
shown below:
• Stars & Stripes 2025: $25,291
• Home for the Holidays 2025: $25,335
• Celebrate Southlake 2025: $3,060
• Events at Aria: $3,500
* Materials, equipment, and specifics are defined in the attached agreement
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
and achieving strong outcomes through continual evaluation and pursuit of
better practices that improve core business operations.
Legal Review: The City Attorney has reviewed the City's proposed contract with Eagle AVL.
Alternatives: The City Council may alternatively also consider the following:
• Approve the contract with modifications
• Deny the contract
Staff
Recommendation: Approve the audio and video for events contract with Eagle AVL in an amount
not to exceed $60,000.
Attachments: Contract award for Eagle AVL
Staff Contact: Daniel Cortez (817) 748-8039
May 7, 2025
Eagle AVL
4651 Shelby Rd.
Fort Worth, Texas 76140
SOUTHLAI<E
0
Attn: Mr. Chris Warndahl
Subject: Award Notification for RFP2501B180LK250002 Audio Services for City of Southlake Events
Dear Mr. Warndahl:
The City of Southlake
is pleased to inform you that Eagle AVL, of Fort Worth, Texas is the awarded vendor for
RFP2501B180LK250002 Audio Services for City of Southlake Events. The award and this agreement are based on your
proposal to the City RFP2501B180LK250002, 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
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:
Lauren Kimberly 817-748-8919
Send all billing to:
City of Southlake
accountspavablena,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, CPPO, CPPB
Purchasing Manager
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifkaAci. southlake.tx.us
Contract and Award Accepted:
Signed:
Mayor Shawn McCaskill
City of Southlake
Attest:
Amy Shelley, TRMC
City Secretary
Date: Approved as to Form and Legality:
City Attorney
PAIMLE
AVL
Eagle AVL
4651 Shelby Road
Fort Worth, TX 76140
us
Phone: (817) 654-9905
www.eagleavl.com
City of Southlake
Dylan Duque
1400 Main Street
Suite 440
South Lake, TX 76092
Mobile: 682-970-8606
Email: dduque@ci.southlake.tx.us
Quote
Quote Number: 25-0911
Southlake Stars and Stripes 2025
Bill To
Southlake TX, City of
Finance Department
1400 Main Street
Suite 440
Southlake, TX 76092
US
'hone: (817) 748-8345
ax: (817) 748-8048
ccountspayable@ci.south lake.tx.
Venue / Site
Southlake Town Square
1256 Main Street
Southlake, TX 76092
Phone:8173295566
Account Manager Shipping Method Customer PO Warehouse Terms Tax Rule
Chris Warndahl N/A 22400745 Fort Worth/Dallas Net 30 Tax Exempt
Ship Date Load In I Show Start I Load Out Return Date Discount
7/2/2025 7/2/2025 6:00 PM 1 7/3/2025 3:00 PM 7/3/2025 11:00 PM 7/3/2024
Type
Qty.
Description Note Time Rate Price Price Ext.
Rustin Pavilion Operated Services
Production
1
Behringer X32 Digital Mixing Console
System
Production
1
Galaxy MPA 32x8x150' 1 way Snake
Production
1
Mains Pack 6NEXOM3/6NEXOB1/6NEXOS2t2dHAV2�NtiBd<N413tcable pack/PD&AC-Cable Pack
Production
1
Front Fill Pack/4-fill/Amp Pack/NL4 Pack
Production
3
Speaker on Stand/Omega U12E on Fountian
Tripod with amp pack/NL4 Pack and AC
Pack
Production
1
Mains Pack 6NEXOM3/6NEXOB1/6NEXOS2]2-tt)W&N fE 4 cable pack/PD&AC-Cable Pack
right
Production
4
Audio Scaff Bay Platform 2 main and 2 street
Production
1
MON 32-ch console/process pack
Production
1
4-mix/6-wedge /amp pack/NL4 pack
Production
1
Mic Pack -Large Orchestral Mic Pack/Per
Advance
Production
1
Stands Pack /Large Orchestral
Per -Advance
Production
1
Wireless Mic Pack/4-Shure ULX Full Combo/ with Hand Held/Mic/Combiner/Paddles/Case/Drawer/ACPack/2-Batteries
Labor
2
Audio Operator/Technician
Rustin to Frank Cornish Area Operated Services
Production
3
6CH Small Porta Rack
Production
3
Speaker on Stand/Omega U12E on State Street
Tripod with amp pack/NL4 Pack and AC
Pack
Production
12
Speaker on Stand/Omega U12E on Grand Ave
Tripod with amp pack/NL4 Pack and AC
Pack
Production
6
Balanced audio transformer
Production
2
3 Pin XLR 1000'
Labor
1
Audio Operator/Technician
Frank Cornish with VIP Operated Services
4/23/2025 3:34 PM Page 1 of 3
Eagle AVL
Quote (Quote Number: 25-0911)
Type
Qty.
Description
Note Time Rate
Production
1
Behringer X32 Digital Mixing Console
System
Production
1
Mains Pack 6NEXOM3/6NEXOB1/6NEXOS2/2-HA/2-NL8&NL4
cable pack/PD&AC-Cable Pack
Production
1
Front Fill Pack/2-fill/Amp Pack/NL4 Pac
Production
2
3 Pin XLR 1000'
Production
1
4-mix/6-wedge /amp pack/NL4 pack
Production
4
Staging-4x4-Biljax/Multi Stage Stage
4x8x5 wings
Deck
Production
2
XLR 250
Labor
1
Audio Operator/Technician
McPhearson Park From Rustin Operated Services
Production
1
6CH Small Porta Rack
Production
12
Speaker on Stand/Omega U12E on
Tripod with amp pack/NL4 Pack and AC
Pack
Production
2
Omega Corps U218 Dual 18"
Subwoofer
Production
6
Balanced audio iso transformers
Production
2
3 Pin XLR 500'
Labor
1
Audio Operator/Technician
Lake Park Area from
Rustin Operated Services
Production
1
6CH Small Porta Rack
Production
2
Sumner Eventer 25 Genie Lift
Production
1
MainsPack12OmegaV28ArrayPack
Production
4
Omega Corps U218 Dual 18"
Subwoofer
Production
2
3 Pin XLR 500'
Production
2
Balanced audio ISO transformers
Labor
1
Audio Operator/Technician
Misc
Production
150
Cable Ramps
Production
2
4-Pack Radio Case /w 4-chargers and
4-Handset
Production
3
Generator
3 20kw
Production
1
Generator Fuel
Stage Hand
6
General Stage Hand - One Hour
Load in
Stage Hand
4
General Stage Hand - One Hour
Show Call
Stage Hand
6
General Stagehand OT Per Hour
Load Out
Labor
1
Production Manager
Trucking
1
Local Metroplex Shipping Round Trip
Price Price Ext.
4/23/2025 3:34 PM Page 2 of 3
Eagle AVL
Notes:
Purchaser to Provide electrical as required
Purchaser is aware that not all cables are covered and Eagle is not liable
for trip hazards or cable failure. All high traffic areas are covered.
No rain or other cancellation refunds are permitted.
NOTE: all gear/brands/models and other specs are at sole discretion of
Eagle.
Shops close 6pm, public works shutting Street down hard at 6pm on Jul
2nd
Load in 6pm on Jul 2nd
Event on Jul 3rd
X
Signature: Date:
Subtotal:
Sales Tax:
Discount:
Delivery and Pickup:
Total:
Total Applied Payments:
Balance Due:
Quote (Quote Number: 25-0911)
$29,716.70
$0.00
($4,425.66)
$0.00
$25,291.04
$0.00
$25,291.04
4/23/2025 3:34 PM
Page 3 of 3
Ajo�Y��
vv4vw.mll1crprcmv1.com
Miller Pro AVL
4651 Shelby Road
Fort Worth, TX 76140
us
Phone: (817) 654-9905
www.millerproavl.com
Client
Southlake TX, City of
Dylan Duque
1400 Main Street
Suite 440
South Lake, TX 76092
Mobile: 682-970-8606
Email: dduque@ci.southlake.tx.us
Quote
Quote Number: 25-0912
Southlake Home for the Holidays 2025
Bill To
Southlake TX, City of
Finance Department
1400 Main Street
Suite 440
Southlake, TX 76092
US
Phone: (817) 748-8345
Fax: (817) 748-8048
accounts payable@ci.south lake.tx.
Venue / Site
Southlake Town Hall
1400 Main Street, Southlake, TX
Account Manager
Shipping Method
Customer PO
Warehouse
Terms
Tax Rule
Chris Warndahl
N/A
22500436
Fort Worth/Dallas
Net 30
Tax Exempt
Ship Date
Load In
Show Start
Load Out
Return Date
Discount
11 /21 /2025
11 /21 /2025 8:00 AM
11 /22/2025 12:00
AM
11 /22/2025 12:00
AM
11 /24/2024
Type
Qty.
Description
Note Time Rate Price Price Ext.
Rustin SL250
Production
1
Stageline SL250 with/skirt/2-sets steps
Must be NG model
and rear windwall
for reversability
Production
8
4x8-Stageline Stage Deck
4ft extension down
stage
Production
3
4 Tier Choir Riser T-6" Each
Trucking
1
Stageline Shipping/ LOCAL
Rustin Park Audio
Production
1
Acrylic Podium
Production
1
Behringer X32 Digital Mixing Console
Side of Stage
System
Production
1
Ipad Wirless package
Production
1
Mains Pack8Ve rtecVT4888 Pack
Production
2
Columbus McKinnon 1/2 Ton 60'
Production
4
JBL SRX 728 Dual 18" Subwoofer
Production
1
Front Fill Pack/2-fill/Amp Pack/NL4 Pac
Production
1
2-mix/4-wedge /amp pack/NL4 pack
Production
3
Dual Shure UHF-R WL/Mic System
w,2-SM58mics/2-LAVmics/2-BodyPack
Production
1
Mic Pack- Per Advance
Choral mics and
stands
Production
2
3 Pin XLR 1000'
To go from Main
Stage to Frank
Cornish Stage
Production
2
3 Pin XLR 500'
To go from Main
Stage to Frank
Cornish Stage
Production
1
Mains
2 u12 on stick only
Pack-2-OmegaU12/2-OmegaU218
Fountain delays
Production
1
Music Stand
With 2 clip lights
4/23/2025 2:57 PM Page 1 of 3
Miller Pro AVL
Quote (Quote Number: 25-0912)
Type
Qty.
Description
Note Time Rate Price Price Ext.
Rustin Park Lighting
Production
1
Console/Controller
Production
20
ToughParFab5/Weatherproof LED
DS hung on 250
PAR/7x15watt RGBAW
stage wash
14 downstage
6 upstage
Carlos 12/25/24
Production
1
5 Waft LED Par
In podium for color
Production
5
Source 4 19 Degree Leko
1 mayor 4 for
snowflake gobo on
city hall
Frank Cornish Audio
Production
1
Mackie 16CH Porta Rack
Side of Stage
Production
1
Mains Pack-6-OmegaU12/4-OmegaU218/1-CRAlouETWpndbDgs
pack/N14 pack/ AC Pack/Mini PD Pack
skirted riser
Production
2
Wireless Mic Pack/2-Shure SLX4 Full
Combo/with Hand Held Mic/Body
Back/Lav Mic/Case/Drawer/AC
Pack/2-Batteries
Production
1
Mic Pack- Per Advance
Choral mics and
stands
Production 1 2-mix/4-wedge /amp pack/NL4 pack
Frank Cornish staging
Production 2 Staging-4x4-Biljax/Multi Stage Stage
Deck
Power
Production
3
Generator
Production
3
Generator Fuel
Trucking
1
Local Metroplex Shipping Round Trip
Production
70
Cable Ramps
Labor
Labor
1
Production Manager
Labor
1
Lighting Technician
Labor
2
Audio Technician
Labor
1
Audio Technician
Labor
1
1 -SL1 00/250/260 Techniciax days on
site and travel
Labor
1
Staging Technician
Stage Hand
60
General Stage Hand Per Hour
Stage Hand
60
General Stage Hand Per Hour
Discount
Production
1
Discount
Skirted and rolling
sound wings
2/70k's for Main
...1/45k for Small
stage.
Carlos 11 /25/24
for Cable Run from
Main Stage to Frank
Cornish Stage
4/23/2025 2:57 PM
Page 2 of 3
Miller Pro AVL
Notes:
This is an estimate until all schedules and advance with artists are
complete. All gtys, brands, models, are subject to advance and may
change.
Conditions
1. 50% nonrefundable deposit to secure reservations.
2. Full Balance shall be due within 15-days prior to event, payable per
agreed net terms.
3. No cancellation refunds.
4. Client shall provide a COI naming Miller Pro Audio LLC as additional
insured.
5. 4% fee will be added for any credit card transactions.
6. Tax shall be the burden of the client. Client shall provide a resale tax
permit or tax may be added to this proposal at any time and shall be due
in accordance with state and federal law.
Client Responsibilities:
(Client/Customer to provide unless otherwise noted in quote)
1. All electrical, forklifts, man -lifts, cable coverings, bike rack barricade,
tents, and plastics.
2. Solid roadways, grand coverings and water to ballast
3. Permits at sole cost to Client/Customer.
4. All stagehands, loaders, riggers, fork ops and/or spot ops.
5. Client is responsible for any overnight security and shall be held
monetarily responsible for loss and damages of as a result of negligence,
theft, or vandalism.
6. Client will be responsible for any loss of work related to damaged,
missing or stolen items until replaced.
Client's Hospitality responsibilities:
(Client/Customer to provide unless otherwise noted in quote)
1. Quality clean and reputable lodging, max 2 ppl per room.
2. 3 Hot crew meals per day
3. Fresh cold drinking water at all times.
4. Ample parking for all crew vehicles and or transport to from hotels or
cars if necessary
5. Crew credentials as required for smooth venue access
6. Additional travel charges could occur due to labor shortages and
routing.
50% nonrefundable deposit to secure reservations.
Full Balance shall be due within 15-days prior to event, payable per agreed
net terms.
No cancellation refunds.
4% transaction fee for any payment other than certified funds,cash or
pre -approved company check or wire.
Client/Customer to provide (unless otherwise noted in quote) all electrical,
feeder connect within 75' of stage, forklifts, manlifts, work lights, cable
coverings, ground cover, bike rack barricade, tents, plastics, drape,
stagehands, loaders, riggers, fork ops, spot ops, lodging, crew meals, solid
roadways, water to ballast, crew drinking water, tech ground travel, permits
at sole cost to Client/Customer. Additional travel charges could occur due
to labor shortages and routing or late confirmations.
This is an estimate until all schedules and advance with artists are
complete. All gtys, brands, models, are subject to advance and may
change.
Client shall provide a COI naming Miller Pro Audio LLC as additional
insured. Client is responsible for any overnight security and shall be held
monetarily responsible for loss and damages of as a result of negligence,
theft, or vandalism. Client will be responsible for any loss of work related to
damaged, missing or stolen items until replaced.
Tax shall be the burden of the client. Client shall provide a resale tax
permit or tax may be added to this proposal at any time /SWIADe'ftu.
in accordance with local, state and federal law.
In any event of a high wind and inclement situation, and or unsafe
conditions occur for people or equipment, there will be no refund of such
Subtotal:
Sales Tax:
Discount:
Delivery and Pickup:
Total:
Total Applied Payments:
Balance Due:
Quote (Quote Number: 25-0912)
$25,635.00
$0.00
($300.00)
$0.00
$25,335.00
$0.00
$25,335.00
Page 3 of 3
® L Quote
AVL
Eagle AVL Quote Number: 25-0913
4651 Shelby Road Celebrate Southlake 2025
Fort Worth , TX 76140
US
Phone: (817) 654-9905
www.eagleavl.com
Client
City of Southlake
Dylan Duque
1400 Main Street
Suite 440
South Lake, TX 76092
Mobile: 682-970-8606
Email: dduque@ci.southlake.tx.us
Bill To
Southlake TX, City of
Finance Department
1400 Main Street
Suite 440
Southlake, TX 76092
US
Phone: (817) 748-8345
Fax: (817) 748-8048
accountspayable@ci.south lake.tx.
Venue / Site
The Gazebo at Southlake
Account Manager Shipping Method Customer PO Warehouse Terms Tax Rule
Chris Warndahl 16' Box Van 22400852 Fort Worth/Dallas Net 30 Tax Exempt
Ship Date Load In I Show Start I Load Out Return Date Discount
9/16/2025 9/6/2025 12:00 AM 9/6/2025 12:00 AM 9/6/2025 12:00 AM 9/6/2025
Type
Qty.
Description
Audio -Operated Service
Production
1
Midas M32 Digital Mixing Console
System
Production
1
IPAD/ROUTER PACK
Production
1
Galaxy MPA 53ch Veam Snake
Production
1
40CH Veam Fan With Returns
Production
1
Mains Pack 6-L ACOUSTICS KARA
Line Array module(2-Array)
Production
2
L-ACOUSTICS KS28 Flyable Subwoofer
Production
1
4-mix/4-wedge /amp pack/NL4 pack
Production
1
Shure OLX-D 2ch 2ch Wireless Combo
Syst. 2-H H/2-Lav+Pack
Production
1
Mic Pack (Small)
Production
1
Stands Pack (Small)
Labor
2
Audio Operator/Technician
Trucking
1
Audio Shipping
Note Time Rate
Price Price Ext.
4/23/2025 2:59 PM
Page 1 of 2
Eagle AVL
Notes:
This is an estimate until all schedules and advance with artists are
complete. All gtys, brands, models, are subject to advance and may
change.
Conditions
1. 100% nonrefundable deposit to secure reservations.
2. No cancellation refunds.
3. 4% fee will be added for any credit card transactions.
4. Client/Customer to provide (unless otherwise noted in quote) all
electrical, forklifts, manlifts, cable coverings, bike rack barricade, tents,
plastics, stagehands, loaders, riggers, fork ops, lodging, crew meals and
water, at sole cost to Client/Customer.
5. Additional travel charges could occur due to labor shortages.
50% nonrefundable deposit to secure reservations.
Full Balance shall be due within 15-days prior to event, payable per agreed
net terms.
No cancellation refunds.
All Straight Rentals to be prepaid 100%
4% fee will be added for any transactions other than cash, cashiers,
check, pre -approved checks or wire.
Client/Customer to provide (unless otherwise noted in quote) all electrical,
feeder connect within 75' of stage, forklifts, manlifts, work lights, cable
coverings, ground cover, bike rack barricade, tents, plastics, drape,
stagehands, loaders, riggers, fork ops, spot ops, lodging, crew meals, solid
roadways, water to ballast, crew drinking water, tech ground travel, permits
at sole cost to Client/Customer. Additional travel charges could occur due
to labor shortages and routing or late confirmations.
This is an estimate until all schedules and advance with artists are
complete. All gtys, brands, models, are subject to advance and may
change.
Client shall provide a COI naming Miller Pro Audio LLC as additional
insured. Client is responsible for any overnight security and shall be held
monetarily responsible for loss and damages of as a result of negligence,
theft, or vandalism. Client will be responsible for any loss of work related to
damaged, missing or stolen items until replaced.
Tax shall be the burden of the client. Client shall provide a resale tax
permit or tax may be added to this proposal at any time and shall be due
in accordance with local, state and federal law.
In any event of a high wind and inclement situation, and or unsafe
conditions occur for people or equipment, there will be no refund of such
equipment, for example, video walls, video screens. Client assumes all
risk.
X
Signature: Date:
Subtotal:
Sales Tax:
Discount:
Delivery and Pickup:
Total:
Total Applied Payments:
Balance Due:
Quote (Quote Number: 25-0913)
$3,060.00
$0.00
$0.00
$0.00
$3,060.00
$0.00
$3,060.00
4/23/2025 2:59 PM
Page 2 of 2
llw�jmva
v ww.mlilcrproav1.com
Miller Pro AVL
16010 Mueurer Ln
Del Valle, Texas 78617
Phone: 1-855-672-2856
www.millerproavl.com
Client
City of Southlake
1400 Main Street
Suite 440
Southlake, TX 76092
US
Phone:8177488611
ill To
Quote
Quote Number: 25-0914
South Lake Aria Quote
Account Manager Shipping Method Customer PO Warehouse Terms Tax Rule
Chris Warndahl I N/A Austin Net 30 Tax Exempt
Ship Date
Load In
Show Start
Load Out
Return Date
Discount
12/25/2025 12:00
AM
12/25/2025 12:00
AM
12/25/2025 12:00
AM
Type
Qty.
Description Note
Audio -Operated Service
Production
1
Midas M32 Digital Mixing Console
System
Production
1
IPAD/ROUTER PACK
Production
1
Galaxy MPA 53ch Veam Snake
Production
1
40CH Veam Fan With Returns
Production
1
Mains Pack 6-L ACOUSTICS KARA
Line Array module(2-Array)
Production
2
L-ACOUSTICS KS28 Flyable Subwoofer
Production
1
4-mix/4-wedge /amp pack/NL4 pack
Production
1
Shure QLX-D 2ch 2ch Wireless Combo
Syst. 2-H H/2-Lav+Pack
Production
1
Mic Pack (Small)
Production
1
Stands Pack (Small)
Labor
2
Audio Operator/Technician
Trucking
1
Audio Shipping
Time Rate Price Price Ext.
4/23/2025 3:37 PM Page 1 of 2
Miller Pro AVL Quote (Quote Number: 25-0914)
Notes:
Subtotal: $3,500.00
50% nonrefundable deposit to secure reservations.
Sales Tax: $0.00
Full Balance shall be due within 15-days prior to event, payable per agreed
net terms.
Discount: $0.00
No cancellation refunds.
Delivery and Pickup: $0.00
All Straight Rentals to be prepaid 100%
Total: $3,500.00
4% fee will be added for any transactions other than cash, cashiers,
Total Applied Payments: $0.00
check, pre -approved checks or wire.
Client/Customer to provide (unless otherwise noted in quote) all electrical,
Balance Due: $3,500.00
feeder connect within 75 of stage, forklifts, manlifts, work lights, cable
coverings, ground cover, bike rack barricade, tents, plastics, drape,
stagehands, loaders, riggers, fork ops, spot ops, lodging, crew meals, solid
roadways, water to ballast, crew drinking water, tech ground travel, permits
at sole cost to Client/Customer. Additional travel charges could occur due
to labor shortages and routing or late confirmations.
This is an estimate until all schedules and advance with artists are
complete. All gtys, brands, models, are subject to advance and may
change.
Client shall provide a COI naming Miller Pro Audio LLC as additional
insured. Client is responsible for any overnight security and shall be held
monetarily responsible for loss and damages of as a result of negligence,
theft, or vandalism. Client will be responsible for any loss of work related to
damaged, missing or stolen items until replaced.
Tax shall be the burden of the client. Client shall provide a resale tax
permit or tax may be added to this proposal at any time and shall be due
in accordance with local, state and federal law.
In any event of a high wind and inclement situation, and or unsafe
conditions occur for people or equipment, there will be no refund of such
equipment, for example, video walls, video screens. Client assumes all
risk.
X
Signature: Date:
4/23/2025 3:37 PM Page 2 of 2
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
X Appendix B (pages _9_ through _18_) must be included in the proposal submittal
X Appendix C Conflict of Interest Form (page _18_) must be included in the proposal submittal.
X Form 1295 Certificate of Interested Party must be included in the proposal submittal. See Page 2.
X HB 89, SB 252, SB 13, and SB 19 Acknowledgment. See Page 15.
All proposals su1
1 to the1 1 Ilake shall include thispage with the submitted Proposal.
RFP Number:
RFP2501B18OLK250002
Project Title:
Audio Services for City of Southlake Events
Submittal
3:00 P.M. (CST), Friday April 25, 2025
Deadline:
Submit Electronically* to: https://southlake.bonfirehub.com/login
* Requires email account login and password.
Proposer Information:
Proposer's Legal Name:
Eagle AVL
Address:
4651 Shelby RD
City, State & zip
Fort Worth TX 76140
Federal Employers
Identification Number #
73-162446
Phone Number:
817-654-9905
FAIumber; ,
E-Mail Address:
Chris@millerproaudio.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:
Signature of Authorized Representative: CAZ.�, U)a4rt�
Signed this 23 (day) of April (month), 2025 (year)
City of Southlake - RFP250IB18OLK250002 - Page 9 of 19
Appendix B — Proposal (continued)
I. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE
CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:
Proposed Products and/or Services
A. Product or Service Description: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or service proposed in accordance with
the required Scope of Services as identified in Appendix A. Promotional literature, brochures, or
other technical information may be used.
B. Additional Hardware Descriptions: Proposers should also include in this section a detailed
description of what additional hardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Proiect 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 RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
2. Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated
cost for delivery, labor, insurance, taxes, overhead, and profit.
B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the following format:
For this procurement the schedule of pricing is not available in hardcopy. You may access it via the
online portal (b=s://southlake.bonfirehub.com/login). 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 fill out the Additional Responses template accordingly.
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for thirty-six 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 - RFP250IB18OLK250002 - Page 10 of 19
A. Option Clause: It is agreed that City will have the option to extend the contract for up to four (4)
additional terms, in twelve-month intervals. To exercise this option, the City shall serve notice 30
days prior to contract termination or to the end of any extension. The Option to Extend will not be
considered if funding is unavailable or if the contractor's past performance is not within the industry
standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30 days
after receiving notice from the City of its intent to extend the agreement. Escalation may only occur
at the time of renewal and only upon securing the approval of the City in writing. Requests for price
adjustments must be solely for the purpose of accommodating an increase in the contractor's cost,
not profits.
Vendors shall show in this quote their anticipated percent of escalation if/when the option to extend
is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be
a factor in determining the best value to the City. It is the average price over the period of the
contract that will be the price factor considered in the evaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 0% escalation.
C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be four percent (4%) per renewal
period. 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 Renewal Escalation Percentage......................................................... 0 %
Second Renewal Escalation Percentage......................................................... 3 %
Third Renewal Escalation Percentage............................................................ 3 %
Fourth Renewal Escalation Percentage..................................................... 3 %
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: 31 ; and the number of employees:
46
D. Project Related Experience: All Proposals must include detailed information that details the
Proposer's experience and expertise in providing the requested services that demonstrates the
Proposer's ability to logically plan and complete the requested project.
City of Southlake - RFP250IB180LK250002 - Page 11 of 19
5. References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types of
services as described herein.
Reference # 1:
Client / Company Name:
Event Production Servi
Contact Name:
Contact Title:
Jeff Miller
Owner
Phone:
Email:
512-828-7551
jeff@epstx.net
Date and Scope of Work Provided:
Past 11 years, City of Carrolton, Festival at switch yard Sound, lights, stage. Site su
Past 12 years Blues on the Green festival, sound, slights., stage, vide, site suppo
Reference #2:
Client / Company Name:
City of Garlan
Contact Name:
Contact Title:
Les Redman
Special Events Manager
Phone:
Email:
972-205-3898
Iredman@garlandtx.gov
Date and Scope of Work Provided:
13 city events with sound, lights, stage, backline, and other support there events may need
Reference #3:
pport.
Client / CondAUxlyFroductions
Contact Name:
Contact Title:
Matt
Managing Partner
Phone: 210-380-6884
Email: Gideonkeys@yahoo.com
Date and Scope of Work Provided:
2011 to current: San Antonio Dia De Los Muertos festival. One of the largtest in the count
we provide stage, lights, sound, site lighting and site support.
As well as many other events for this client.
Reference #4:
Client / Company Name:
City Keller
Contact Name:
Contact Title:
Jordan Dawson
Parks and Rec Director
Phone: 817-980-5736
Email: Jdawson@cityofkeller.com
Date and Scope of Work Provided:
Keller Christmas, and summer series concerts. Where we provide sound lights
and stage.
City of Southlake - RFP2501B18OLK250002 - Page 12 of 19
6.
a
8.
Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This proposal _ (does) x (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 / MWBE registration number:
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number: # - -
Emergency Business Services Contact Notice
During a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City may
request City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact name and phone number are required. It
is critical the vendor's emergency contact information remains current. City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
emailed to vendorsgci.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: Eagle AVL
Contract #: 361-249-6828 All hours cell phone
Description: District manager for all offices
Primary Contact (Name):
Chris Warndahl
Primary Contact Phone Numbers: Home: 361-249-6828
Secondary Contact (Name):
Aaron Oliver
Secondary Contact Phone Numbers: Home:
Cell: 361-249-6828
832-660-5192 Cell: 832-660-5192
After Hours emergency opening fee, if applicable: $100 per hour if really necessary.
City of Southlake - RFP2501 B180LK250002 - Page 13 of 19
9. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFP from the successful Proposer. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
governmental entity will place their own orders with the successful Proposer and be responsible for
ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders,
the City will notify the successful Proposer of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
[x ] Yes, Others can purchase [ ] No, Only the City can purchase
II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS
RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
1. Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal, to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope
of Services, and all services performed shall be warranted to be of a good and workmanlike quality,
in addition to, and not in lieu of, any other express written warranties provided.
C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and
accepts the goods and the installation of such goods, has tested the system, and determined that it is
in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have
no employer -employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA)
payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation
Insurance payments, or any other insurance payments, nor will City furnish any medical or
retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another
without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner
of liability in the event of default by the assignee.
City of Southlake - RFP250IB18OLK250002 - Page 14 of 19
C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided to the City by Proposer or
Proposer's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence
of freedom from liens shall be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise,
were offered or given by the successful Proposer, or its agent or representative, to any City officer,
employee or elected representative, with respect to this RFP or any contract with the City, and that
if any such bribe is found to have been made this shall be grounds for voiding of the contract
E. Financial Participation: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which the Proposal is based and acknowledges
that this contract may be terminated and/or payment withheld if this certification is inaccurate.
F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies
that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer
to any resulting contract.
H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer
will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and
regulations.
Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973
Nondiscrimination Statement: The City of Southlake does not discriminate against any qualified
disabled person, including discrimination in employment, or exclude individuals from participation
in or deny the benefits of, any program or activity that receives or benefits from federal financial
assistance, solely by reason of the individual's disability. Additionally, the City of Southlake ensures
its programs will be conducted, and its facilities operated, in compliance with all non-discriminatory
practices and requirements imposed by or pursuant to 49 Code of Federal Regulations (CFR) Part
27, 28 CFR Part 35 and 42 USC §§ 12101 — 12213.
J. 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.
[ x] Yes, we agree [ ] No, we do not agree [ ] N/A
K. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran,
Sudan or a foreign terrorist organization while providing products or services to the City of
Southlake.
[x ] Yes, we agree [ ] No, we do not agree
L. Compliance with SB 13: Proposer agrees per SB 13 vendor does not boycott energy companies as
those terms are defined in the Texas Government Code § 809.001, and will not boycott energy
companies during the term of any contract with the City of Southlake.
[x ] Yes, we agree [ ] No, we do not agree
M. Compliance with SB 19: Proposer agrees per SB 19 vendor does not have a practice, policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association as those
terms are defined in the Texas Government Code § 2274.001, and that vendor will not so
discriminate during the term of any contract with the City of Southlake.
[x ] Yes, we agree [ ] No, we do not agree
City of Southlake - RFP2501B18OLK250002 - Page 15 of 19
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, and list the City of Southlake, its officers, and employees
as an additional insured, 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;
ii. 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 - RFP250IB180LK250002 - Page 16 of 19
Appendix C — Form CIQ
WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an
employment or business relationship with an officer of the City that results in taxable income exceeding S2,500
during the preceding twelve — month period, or an officer or a member of the officer's family has accepted gifts with
an aggregate value of more than $250 during the previous twelve — month period and the person engages
in any of the following actions:
1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City,
including any of the following:
a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any
purchase of goods and services by the City;
b. contracts for the purchase or sale of real property, personal property including an auction of
property;
c. tax abatement and economic development agreements;
2. submits a bid to sell goods or services, or responds to a request for proposal for services;
3. enters into negotiations with the City for a contract; or
4. applies for a tax abatement and/or economic development incentive that will result in a contract with the
City
THE. FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
1. Mayor and City Council Members;
2. City Manager;
3. Board and Commission members and appointed members by the Mayor and City Council;
4. Directors of 4A and 4B development corporations;
5. The executive directors or managers of 4A and 4B development corporations; and
6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City.
EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was a
political contribution, a gift to a member of the officer's family from a family member; a contract or purchase of less
than $2,500 or a transaction at a price and subject to terms available to the public; a payment for food, lodging,
transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a "Conflict
of Interest Questionnaire" (FORM CIQ) which is available online at www.ethics.state.tx.us and a copy of which is
attached to this guideline. The form contains mandatory disclosures regarding "employment or business
relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the
questionnaire.
WHEN: The person or business must file:
1. the questionnaire —no later than seven days after the date the person or business begins contract discussions
or negotiations with the municipality, or submits an application, responds to a request for proposals or bids,
correspondence, or other writing related to a potential contract or agreement with the City; and
2. an updated questionnaire — within seven days after the date of an event that would make a filed
questionnaire incomplete or inaccurate.
It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor 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. The Finance Department is required by law to post the statements on the City's
website.
ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed
S500. It is an exception to prosecution that the person files a FORM CIQ not later 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.
City of Southlake - RFP2501B180LK250002 - Page 17 of 19
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 94th Leg., Regular Session.
OFFICEUSEONLY
This questionnaire is being flied in accordance with Chapter 176, Local Government Code, by a vendor who
Date Received
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be flied with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
flied. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An
offense under this section is a misdemeanor.
!J Name of vendor who has a business relationship with local governmental entity.
Eagle AVL
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 on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
9 Name of local government officer about whom the information is being disclosed.
Name of Officer
4 Describe each employment or other business relationship with the local government officer, or a family member of the
officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIO as necessary.
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable Income,
other than investment income, from the vendor?
Yes F—X] No
B. Is the vendor receiving or likely to receive taxable income, other than Investment income, from or at the direction
of the local govemment officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
Yes FX-� No
2J Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership Interest of one percent or more.
6
Check this box if the vendor has given the local govemment officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
7
Ci16i a)a4AW'a& 4/23/25
Signature of vendor doing business with the governmental entity pate
Form provided by Texas Ethics Commission
www.ethics.state.tx.us
Revised 1/1/2021
City of Southlake - RFP2501B18OLK250002 - Page 18 of 19
Appendix D — No Intent to Submit Form
If your firm has chosen not to submit a proposal for this procurement, please complete this form and
submit to:
City of Southlake
Purchasing Division, Department of Finance
1400 Main Street, Suite 420
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 large
❑ Job too small
❑ Do not wish to do business with the City of Southlake ❑ Other:
❑ Cannot submit electronically
Company Name (Please print):
Authorized Officer Name (Please print):
Telephone: (�
Fax:
City of Southlake - RFP250IB180LK250002 - Page 19 of 19
CITY OF
SOUTHLAKE
lug
City of Southlake
REQUEST FOR PROPOSALS
Proposal Reference Number: RFP2501 B 18OLK250002
Project Title: Audio Services for City Events
Proposal Closing Date: 3:00 P.M.(CST), Friday, April 25, 2025
TABLE OF CONTENTS
Tableof Contents................................................................................................................................ Page 1
Request for Proposals
(1) Introduction.............................................................................................................................. Page 2
(2) Definitions................................................................................................................................ Page 3
(3) General Information................................................................................................................. Page 3
(4) RFP Withdrawals and/or Amendments.................................................................................... Page 3
(5) Estimated Quantities................................................................................................................ Page 3
(6) Proposal Submittal Requirements............................................................................................ Page 3
(7) Proposal Evaluation and Contract Award................................................................................ Page 4
Appendix A — Scope of Services
(1) Project Title.............................................................................................................................. Page 6
(2) Scope of Services Contact........................................................................................................ Page 6
(3) Special Conditions.................................................................................................................... Page 6
(4) Proposal Evaluation Factors..................................................................................................... Page 6
(5) Brand Manufacture Reference.................................................................................................. Page 6
(6) Key Events Schedule................................................................................................................ Page 6
(7) Scope of Services..................................................................................................................... Page 6
Appendix B — Proposal
(-) Required Signature Page for Submittal Packet......................................................................... Page 9
I Required Proposal Information
(1) Proposed Product................................................................................................................... Page 10
(2) Cost of Proposed Product....................................................................................................... Page 10
(3) Term of Contract and Option to Extend................................................................................. Page 10
(4) Proposer's Experience / Staff................................................................................................. Page 11
(5) References.............................................................................................................................. Page 12
(6) Trade Secrets and/or Confidential Information...................................................................... Page 13
(7) Federal, State and/or Local Identification Information......................................................... Page 13
(8) Emergency Business Services Contact Notice....................................................................... Page 13
(9) Cooperative Governmental Purchasing Notice...................................................................... Page 14
II Contract Terms and Conditions
(1) Delivery of Products and/or Services.................................................................................... Page 14
(2) Miscellaneous........................................................................................................................ Page 14
(3) Financial Responsibility Provisions...................................................................................... Page 16
AppendixC — Form CIQ................................................................................................................. Page 17
Appendix D — No Intent to Submit Form....................................................................................... Page 19
Attachment A — Sample Equipment List and Location Maps..................................................................
City of Southlake - RFP2501 B180LK250002 - Page 1 of 19
Southlake, Texas
Request for Proposals
1. Introduction
A. Proiect 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 estions: Following are contacts for questions as identified.
i. RFP Clarifications: All questions related to requirements or processes of this RFP should be
submitted in writing to the Purchasing Manager identified in section 2 below.
ii. Scope of Service Questions: All questions related to the scope of services should be submitted
in writing to the contact person(s) noted in Appendix A — Scope of Services.
iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to
this RFP will be issued in writing by addendum posted to City website. All such addenda
issued by City prior to the submittal deadline shall be considered part of the RFP. The City
shall not be bound by any reply to an inquiry unless such reply is made by such formal written
addendum.
iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and
returning such document(s) or by initialing appropriate area of the Proposal.
C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions,
ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City
shall not be responsible or liable for any errors and/or misrepresentation that result from the
solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.
D. Conflict of Interest Questionnaire (Form CIQ): 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 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 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 governmental entity or state agency at the
time the business entity submits the signed contract to the governmental entity or state agency. The
law applies only to a contract of a governmental entity or state agency that either (1) requires an
action or vote by the governing body of the entity or agency before the contract may be signed or
(2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into
on or after January 1, 2016. Please go to the Texas Ethics Commission webpage
(www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of
Form 1295. Once the form is completed online, printed and signed please return the form with
your proposal submission.
City of Southlake - RFP250IB18OLK250002 - Page 2 of 19
2. Definitions
Proposal: The signed and executed submittal of the entirety of Appendix B — Proposal.
Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal.
City of Southlake ("City): The City of Southlake, Texas.
City Secretary's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite
#270, Southlake, Texas 76092. PH: (817) 748-8016; Fax: (817) 748-8270.
Project: The name of this Request for Proposals as identified on the cover sheet and first page of
Appendix A — Scope of Services.
Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB,
Phone: (817) 748-8312, E-Mail: tsliflca(a�ci.southlake.tx.us; Fax (817) 748-8010.
Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.
Scope of Services: The entirety of Appendix A — Scope of Services.
3. General Information
A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do
not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request.
B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act (Texas
Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws
regarding the disclosure of RFP information. Proposals are not available for public inspection until
after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains
trade secrets or confidential information, the City will generally take reasonable steps to prevent
disclosure of such information, in accordance with the Public Information Act. This is a statement
of general policy only, and in no event shall the City be liable for disclosure of such information by
the City in response to a request, regardless of the City's failure to take any such reasonable steps,
even if the City is negligent in failing to do so.
4. RFP Withdrawals and/or Amendments
A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.
B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written
Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential
Proposers that have registered with the City, but failure to notify shall impose no obligation or
liability on the City.
5. Estimated Quantities
The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing exclusively during the term of the contract from the successful vendor.
6. Proposal Submittal Requirements
A. Submittal Packet — Required Content: All proposals must be submitted electronically. The Proposer
must visit https:Hsouthlake.bonfirehub.com/login and register. Once registered for this
City of Southlake - RFP250IB180LK250002 - Page 3 of 19
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 9
(nine) 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. P o s is Received Late: Proposers are encouraged to submit their proposals as soon as possible.
J �' PTnd date of receipt as recorded within the Bonfire electronic system shall be the official
time of receipt. The City is not responsible for late submission regardless of the reason. Late
Proposals will not be considered under any circumstances.
D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or
a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be altered,
amended or withdrawn by the Proposer after the submittal deadline, unless such alteration,
amendment or withdrawal notice is approved in writing by the Purchasing Manager.
E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on
standard 8-1/2" x I F vertically oriented pages, numbered at the bottom. The City only accepts
electronic submissions via https:Hsouthlake.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 waived by the City, such that
the Proposal may be considered for award.
C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-
compliance by the Proposer with specifications, instructions and all conditions shall be construed in
the favor of the City. In the event of a conflict between these standard RFP requirements and details
provided in Appendix A — Scope of Services or Appendix B — Proposal, the Appendices shall prevail.
D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may accept
the price most beneficial to the City, and the Proposer will be bound thereby.
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E. Additional Information: City may request any other information necessary to determine Proposer's
ability to meet the minimum standards required by this RFP.
F. Partial Contract Award: City reserves the right to award one contract for some or all the requirements
proposed or award multiple contracts for various portions of the requirements to different Proposers
based on the unit prices proposed in response to this request, or to reject any and all Proposals and
re -solicit for Proposals, as deemed to be in the best interest of City.
G. Terminate for Cause: The occurrence of any one or more of the following events will justify
termination of the contract by the City of Southlake for cause:
i) The successful proposer fails to perform in accordance with the provisions of these
specifications; or
ii) The successful proposer violates any of the provisions of these specifications; or
iii) The successful proposer disregards laws or regulations of any public body having
jurisdiction; or
iv) The successful proposer transfers, assigns, or conveys any or all of its obligations or duties
under the contract to another without written consent of the City.
v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City of
Southlake may, terminate the contract by giving the successful proposer seven (7) days
written notice. In such case, the successful proposer shall only be entitled to receive payment
for goods and services provided before the effective date of termination. The successful
proposer shall not receive any payment on account of loss of anticipated profits or revenue
or other economic loss resulting from such termination.
vi) When the contract has been so terminated by the City of Southlake, such termination shall
not affect any rights or remedies of the City then existing or which may thereafter accrue.
H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving
vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually
performed; to the extent said services are satisfactory.
City of Southlake - RFP250IB18OLK250002 - Page 5 of 19
Appendix A — Scope of Services
1. Project Title: Audio Services for City Events
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: tslifka@ci.southlake.tx.us.
3. Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
NONE
4. Proposal Evaluation Factors
Emphasis
Factor
20%
Vendor Overall Price for Services
40%
Vendor Experience Providing Required Services
35%
Vendor Ability to Provide Required Services
5%
Vendor Past Experience with City
Brand Manufacture Reference
The City has determined that any manufacturer's brand defined in the Scope of Services meets the City's
product and support need. The manufacturer's reference is not intended to be restrictive and is only
descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products
of like quality will be considered if the Proposal is fully noted with the manufacturer's brand name and
model. The City reserves the right to determine products and support of equal value, and whether other
brands or models meet the City's product and support needs.
Key Events Schedule
Proposal Release Date April 9, 2025
Deadline for Submittal of Written Questions April 16, 2025
Sealed Proposals Due to and Opened by City Shown on First Page of this RFP
Anticipated Committee Evaluation Review Date May 2025
Anticipated Award Date May 2025
Scope of Services
The City of Southlake is seeking vendor(s) to provide Audio, Lighting, and Visual Equipment and
Services for City events as requested. Actual event locations, dates and times will be confirmed at time
of reserving services with awarded vendor. Anticipated City events are listed below. Some events shall
be held within Southlake Town Square. These events may utilize four (4) parks and the connecting
streets/ parking lots including Rustin Park, Family Park, McPherson Park, and Frank Edgar Cornish IV
Park. Other events shall be held at Aria, an outdoor amphitheater adjacent to The Marq Southlake,
located within Bicentennial Park. Other locations may be requested as required and may be added as a
contract amendment at a later date. Please see Attachment A for maps of current locations.
Sample equipment utilized in past events are provided as a sample only as Attachment A. This is not all
of the items and equipment which may be required.
City of Southlake - RFP2501B180LK250002 - Page 6 of 19
Southlake Stars & Strives
Southlake Stars & Stripes celebration utilizes Family Park, McPherson Park and Frank Edgar Cornish
IV Park on July 3 from 6:00 p.m. — 11:00 p.m. and requires concert quality sound throughout the entire
footprint. Rain dates are normally scheduled for one of the following two days, if required. Southlake
Stars & Stripes is the City's annual Independence Day celebration utilizing two stages simultaneously
as well as synced music for the 20-25 minute fireworks show which draws over 40,000 attendees. In
addition to event sound broadcast throughout the entire event footprint, audio and lighting are required
for the following:
A large community band and patriotic ceremony in the pavilion at Family Park with utilization of a
CD player or digital devices.
Multiple large cover bands on a city provided stage (28 ft x 14 ft) in Frank Edgar Cornish IV Park
Sound in McPherson Park.
Vendor will provide concert quality sound to every seating area within all three of these Southlake Town
Square parks. Vendor is required to be able to broadcast one stage throughout the entire Southlake Town
Square parks event footprints for all performances and presentations.
Southlake Home for the Holidays
Southlake Home for the Holidays event utilizes two Southlake Town Square parks, Family Park and
Frank Edgar Cornish IV Park. This event is held the Saturday before the Thanksgiving holiday from 4:30
p.m. — 8:30 p.m. Home for the Holidays is an evening event and requires additional lighting to be
provided. In addition to concert quality sound throughout the entire event footprint, audio and lighting
are needed for 8 — 10 different large school vocal, bell, and chime choirs on a stage provided by audio
visual vendor (32 ft x 24 ft) in Frank Edgar Cornish IV Park and CijY provided stage (28 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 different CDs and microphone set ups. A brief pyrotechnic display will celebrate
the tree lighting that will be synced to music.
Other City events may require audio visual services in a specific Southlake Town Square park. Concert
quality sound will be required throughout the entire footprint of the specific park. Additionally, it may
be necessary to connect one park to another to broadcast sound from one stage. Audio visual will be
required for a City provided stage (28 ft x 14 ft) for large bands and/or 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 Frank Edgar Cornish IV Park. No stage requirements are required at McPherson Park.
Aria Outdoor Amphitheater
Various events will be scheduled at Aria, an outdoor amphitheater. This amphitheater is located within
The Marq Southlake complex. The Aria stage area is approximately 1,100 square feet and measures
approximately 43 feet across the front and 31 feet deep. Lighting for this location will be provided by
the city; however, concert quality sound is required to be provided throughout the amphitheater area
including lawn seating, promenade and The Marq Southlake outdoor patio. Performances may include
large bands, theatrical or choral performances. Vendors may not rig to beams in amphitheater.
All Locations and Events
All sound equipment must be hard wired for the events. No Bluetooth or wireless speakers will be
permitted. All cables must be covered by cable ramps and may not be hung or suspended from rooftops.
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The City will consider streaming over an IP address. Please provide detailed information in your
proposal submission.
All events are outdoors; therefore, the vendor must be prepared to provide services in various potential
weather conditions including extreme heat and cold, rain, wind etc.
The City of Southlake will provide traffic management where AV set up is required.
Electrical power must be provided by awarded vendor via a generator. Operating generator noise may
not disrupt sound for event. Remote staging of the generator may be required.
Awarded vendor shall be required to attend pre -event meetings and site walk-through as requested.
The City of Southlake will provide parking for staff and trucks outside the event barricades.
Proposer will provide sufficient staffing for set-up/breakdown and proper operation of equipment during
all events. Please include staffing levels in proposal submission.
Proposer should provide photos of past events, equipment and technicians. Proposer should expand on
basic information provided by providing additional information and/or recommendations to improve the
quality and service of the events.
Included are past examples of services provided for each location. This is only an example, and Proposer
should provide information on what they propose to provide as part of the overall cost for each location.
City of Southlake - RFP250IB180LK250002 - Page 8 of 19