Agenda

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11.

Work Session and Regular Meeting

Meeting Date:	04/10/2018
Department:	Communications & Marketing
Pillars:	Optimize the Addison Brand

AGENDA CAPTION:

Consider Action to Approve an Award of Bid for Rental of Stage, Sound Equipment and Lighting for Special Events to Onstage Systems in an Amount not to Exceed $192,900 Annually.

BACKGROUND:

The Town of Addison Special Events Department manages multiple contracts for services for its events that include Taste Addison, Summer Series, Kaboom Town!, and Oktoberfest.

The prior contract for stage, sound equipment and lighting expired April 1, 2018. In anticipation of the expiration date, staff posted a bid to Bidsync on March 6, 2018 and closed it on April 3, 2018. The bid was sent to 576 companies and was advertised for two weeks in The Dallas Morning News and on Bidsync. Two complete bids were received and two incomplete bids were received.

Vendor	Bid Amount
Onstage Systems	$192,900
In Depth Events, Inc	$224,555

The contract is for a three-year term with the option to renew for two additional one-year terms. The Town may cancel the agreement without cause at any time.

The budgeted amount for this item is $170,684.25 in the Special Events Department budget in the Hotel Fund. This is an increase of $22, 215.75 over the previous year. Additional funds to cover this item will come from a mid-year budget adjustment. The cost will not exceed $192,900 annually.

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

RECOMMENDATION:

Administration recommends approval.

Attachments
Bid Specifications - Special Events Sound/Stage/Lighting