Item 4G
Approve contract with Eagle AVL for audiovisual services in excess of $50,000
Item 4G
Good evening Mayor and members of the City Council. I am presenting Item 4G approval of a contract with Eagle AVL for audiovisual services in excess of $50,000.
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Requested Action
City Council approval of a contract with Eagle AVL for audiovisual services at City special events in excess of $50,000
The City of Southlake contracts with an audiovisual company to provide A/V services for City special events. With this item, we are seeking City Council approval of a contract with
Eagle AVL for audiovisual services at City events in excess of $50,000.
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Background
Current contract with Eagle AVL established in 2012
Provide A/V services for:
Stars & Stripes
Home for the Holidays
In addition, provided A/V services for Country Music in the Square
held in April
Contract will exceed $50,000 in FY15
In FY 2012, the City of Southlake entered into an agreement with Eagle AVL for audiovisual services at City special events, including Stars & Stripes and Home for the Holidays. The
City has been pleased with the quality of service Eagle AVL has provided at special events and has renewed the contract annually as provided in the original terms. In FY 2014, the City
spent $32,000 with Eagle AVL for audiovisual services at Stars & Stripes and Home for the Holidays.
This year, the City also hosted Country Music in the Square on April 18, 2015.
With the addition of the new event the current contract with Eagle AVL will exceed $50,000 and therefore requires City Council approval prior to the Stars & Stripes event planned for
July 3rd.
If the City continues to host additional special events, a new contract for audiovisual services will be brought before City Council for approval.
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Financial Consideration
FY 2015 Expenses
Home for the Holidays* $ 17,400
Country Music in the Square $ 29,720
Stars & Stripes** $ 20,000
TOTAL $ 67,120
* Actual cost lower than bid due to bad weather
and event being scaled down
** Estimate for Stars & Stripes event being held July 3, 2015
FY 2015 Funding
Hotel Occupancy Tax Fund $ 49,720
General Fund $ 17,400
TOTAL $ 67,120
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In FY 2015, it is anticipated that the City will spend $67,120 on audiovisual services for Home for the Holidays, Country Music in the Square and Stars & Stripes. City events held in
Town Square are funded by both the Hotel Occupancy Tax Fund and General Fund. For FY 2015, the HOT Fund contributed $49,720 towards the special events and the remaining $17,400 came
from the General Fund.
City of Southlake Strategy Map
Critical Business Outcomes
CBO1 - Continue to implement Southlake 2030 Plan by focusing on short-term initiatives.
CBO2 - Become an employer of choice by developing a plan to recruit,
develop and retain employees committed to excellence.
CBO3 - Develop long-term strategies to address future financial uncertainties and challenges.
CBO4 - Improve mobility by proactively
completing traffic analysis of key areas.
CBO5 -Optimize resources through collaboration and partnerships to reduce costs and add service value.
The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing
efficiency, fiscal responsibility, transparency, and sustainability.
Deliver on Our Focus Areas
Performance
Management &
Service Delivery
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
C3 Provide attractive & unique spaces for enjoyment of personal interests
C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment
C5 Promote opportunities for partnerships & volunteer involvement
Serve our Customers
Manage the Business
B1 Achieve best-in-class status in all City disciplines
B2 Collaborate with select partners to implement service solutions
B3 Enhance resident quality of life & business vitality through tourism
B4 Provide high quality services through sustainable business practices
B5 Enhance service delivery through continual process improvement
B6 Optimize use of technology
Provide Financial Stewardship
Promote Learning and Growth
F1 Adhere to financial management principles & budget
F2 Invest to provide & maintain high quality public assets
F3 Achieve fiscal wellness standards
F4 Establish & maintain effective internal controls
L1 Ensure our people understand the strategy & how they contribute to it
L2 Enhance leadership capabilities to deliver results
L3 Attract, develop & retain a skilled workforce
L4 Recognize & reward high performers
L5 Empower informed decision-making at all levels in the organization
C6 Enhance the sense of
community by providing excellent customer service and citizen engagement opportunities
L6 Foster positive employee engagement
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 enhance the sense of community
by providing excellent customer service and citizen engagement opportunities, collaborate with select partners to implement service solutions and enhance resident quality of life & business
vitality through tourism.
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Questions? Candice Edmondson - (817) 748-8311
I appreciate the opportunity to present this item to you. If you have any questions you may contact me at (817) 748-8311. Thank you.
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