From
Linda Townley
Title
Award contract to Josh Barnett Productions, Inc. for design, construction and revenue sharing of Prairie Lights, Round Rock “Rockin Lights”, and Sugarland Skeeter Baseball Stadium holiday light parks, for up to $600,000 annually with the option to renew for nine additional one-year periods totaling $6,000,000 if all extensions are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuation of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's Obligation during the renewal term
Presenter
Rick Herold, Director of Parks, Arts and Recreation
Recommended Action
Approve
Analysis
On May 23, 2016 written proposals were opened in the office of the Purchasing Manager for the Prairie Lights Holiday Lighting production. A total of one proposal was received. Staff evaluated the submittals under a 'Best Value' defined specification. Josh Barnett Productions, Inc. was determined to be the best value bid by the review committee. Josh Barnett Productions, Inc. submitted a proposal of 48% of gross gate revenues for Prairie Lights and 50% of the Cities share of Rockin Lights and Sugarland, and based on 2015-16 gate fees, the value of the revenue portion of the contract would amount to $283,769.
The contract also includes a capital outlay disbursement for production of materials and equipment for the Prairie Lights holiday event to the contractor. Reimbursement of this initial outlay will be returned through the initial gate fees until the entire outlay is recovered. The capital outlay is estimated at $300,000 annually and will be based on the approved budget. The City and Contractor will jointly agree to the scope of production and cost by March 1st of each year. The City shall retain ownership of 50% of the production equipment (displays). Upon reaching that threshold. the gate fees will be allocat...
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