Consider Action on a Resolution Approving a Contract Services Agreement with Big D Party Rentals for Furniture Rentals and Services for Addison Special Events and Authorizing the City Manager to Execute the Agreement in an Amount Not to Exceed $89,617.06.

The purpose of this item is to award a contract services agreement to Big D Party Rentals for furniture rentals and services for Taste Addison, Addison Kaboom Town!, Addison Oktoberfest, and Addison After Dark. Furniture rentals and services include but are not limited to all personnel, equipment, installation, setup, and tear down.

On January 19, 2023, the Town advertised a Request for Proposal (RFP) from qualified vendors for furniture rentals and services at Addison special events through BidSync as proposal number 23-35. The bid specs were written for two jobs. Production 1 included services for Taste Addison, Addison Kaboom Town!, and Addison Oktoberfest; Production 2 included services for Addison After Dark. The Town could award Production 1 and Production 2 together or independently. Three submissions were received and were evaluated by a committee on references and similar projects, qualifications and experience, access to equipment, and pricing and fees. The evaluation results are shown in the table below:

The highest-ranked proposal was submitted by Big D Party Rentals. Big D Party Rentals exhibited strong experience and qualifications in providing furniture and rental services, in addition to being the most economical option. The contract is for an initial term of two (2) years with up to three (3) additional one-year renewal terms. The Town may cancel the agreement without cause at any time.

The contract is for $79,617.06 with an owner's contingency for any unforeseen events that may come up and is within the budgeted amount for Fiscal Year 2023.

The specifications and all associated proposal documents can be found in the attached bid packet.

Administration recommends approval.