The Town of Addison conducts and hosts various special events to promote tourism, enhance the quality of life for residents, and support Addison businesses. This includes Taste Addison (June 4-5, 2021), Addison Kaboom Town! (July 3, 2021), Addison Oktoberfest (Sept. 16-19, 2021), and Addison After Dark (third Saturdays of April, May, June, July, August, October and November, 2021). These festivals attract over 550,000 attendees annually, generated over two billion media impression in 2019, and provide Addison with positive exposure via public relations coverage. Live entertainment is a key component of each event, and requires professional support via a production company. The previous contract for stage, sound and lighting expired in 2020, and it was not renewed to make adjustments to the scope of services.
On December 2, 2020, the Town of Addison posted Request for Proposal (RFP) #21-32 for Stage, Sound, and Lighting Production for Addison Special Events. The scope of services included in the RFP required an experienced and qualified vendor to provide staff and equipment to execute stage, sound, lighting and special effects design, installation, operation and management for Addison events. The events were divided into two groups. Production 1 is for an amount not to exceed $265,000 and includes festivals (Taste Addison, Addison Kaboom Town!, and Addison Oktoberfest); Production 2 is for an amount not to exceed $24,500 and includes Addison After Dark. The RFP closed on January 6, 2021.
Four submittals were received for Production 1. Initial staff review and scoring of the proposals led to the selection of 2 vendors as finalists. The finalists were interviewed by a staff panel (Director of Special Events, Special Events Supervisor, Theatre Centre Supervisor, and the Purchasing Manager) the week of January 11, 2021 and scored in four areas as shown below.
| Vendor Name |
Pricing |
Qualifications and Experience |
Access to Equipment |
References |
Total Score |
| Epicenter Productions, LLC |
43.8 |
15.0 |
10.0 |
30.0 |
98.8 |
Dallas Backup, Inc. dba
Onstage Systems |
43.6 |
13.0 |
10.0 |
30.0 |
96.6 |
The staff panel unanimously selected Epicenter Productions, LLC as the recommended vendor for Production 1. The company has solid experience, excellent references and the ability to provide quality equipment and service at a reasonable rate.
Five submittals were received for Production 2. Initial staff review and scoring of the proposals led to the selection of 2 vendors as finalists. The finalists were interviewed by a staff panel the week of January 11, 2021 and scored in four areas as shown below.
| Vendor Name |
Pricing |
Qualifications and Experience |
Access to Equipment |
References |
Total Score |
| Epicenter Productions, LLC |
44.6 |
15.0 |
10.0 |
30.0 |
99.6 |
Dallas Backup, Inc. dba
Onstage Systems |
43.7 |
15.0 |
10.0 |
30.0 |
98.7 |
The staff panel unanimously selected Epicenter Productions, LLC as the recommended vendor for Production 2. The company has solid experience, excellent references and the ability to provide quality equipment and service at a reasonable rate.
As both portions of the RFP are being recommended for award to one company, they have been combined into one contract. The agreement with Epicenter Productions, LLC would take effect upon execution and run for two years through January 2023. There are options for three, one-year renewals.
The total contract is for an amount not to exceed $289,500 and is within the budgeted amount for Fiscal Year 2021. |