Item 4G
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M E M O R A N D U M
May 27, 2015
To:
Shana Yelverton, City Manager
From:
Candice Edmondson,Deputy Director of Community Services
Subject: Approve contract with Eagle AVL for audiovisual services
at City special events in excess of $50,000
Action
Requested:
City Council approval of a contract with Eagle AVL for
audiovisual services at City special events in excess of
$50,000
Background
Information:
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 Squareon
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
rd
event planned for July 3.
If the City continues to host additional special events, a new
contract for audiovisual services will be brought before City
Council for approval.
City of Southlake Values:
Shana Yelverton, City Manager
Meeting Date June 2, 2015
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Financial
Consideration:
Below is a breakdown of the audiovisual expenses for special
events held in FY 2015:
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
City special events held in Town Square are funded by both
the Hotel Occupancy Tax Fund and General Fund. For FY
2015, the contributions from both funds are as follows:
Hotel Occupancy Tax Fund $ 49,720
General Fund $17,400
TOTAL $ 67,120
Strategic Link:
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.
Citizen Input/
Board Review:
City Council consideration June 2, 2015
Legal Review:
City attorney reviewed original contract
Alternatives:
Alternatives may include:
City Council approval of request as presented
City Council approval of request with modifications
City Council denial of request
City of Southlake Values:
Shana Yelverton, City Manager
Meeting Date June 2, 2015
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Supporting
Documents:
Copy of current contract with Eagle AVL
Staff
Recommendation:
Approve a contract with Eagle AVL for audiovisual services at
City special events in excess of $50,000
City of Southlake Values:
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