The purpose of this item is to award a contract services agreement to Mike Sandone Productions for tent rentals and services for Taste Addison, Addison Kaboom Town!, and Addison Oktoberfest. Tent 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 tent rentals and services at Addison special events through BidSync as proposal number 23-34. 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:
| Vendor Name |
Price - Production 1 |
Price - Production 2 |
Total Price |
Score |
| Sandone |
$248,235.00 |
$1,655.00 |
$249,890.00 |
97.9 |
| Peerless |
$222,099.22 |
$1,533.00 |
$223,632.22 |
90.0 |
| Big D |
N/A |
$1,040.00 |
$1,040.00 |
60.0 |
The highest-ranked proposal was submitted by Mike Sandone Productions. Mike Sandone Productions has successfully provided tent rentals and services for previous Addison special events and staff have been pleased with their services. 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.
| Vendor |
Item Number |
Amount |
| Mike Sandone Productions |
All |
$248,235.00 |
| Owner's Contingency |
Any unforeseen events |
$10,000.00 |
| |
Total |
$258,235.00 |
The contract is for $248,235 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.
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