Board of Directors Regular Meeting Agenda


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Meeting Date: 04/27/2016  

Receive, consider and act upon an award of bid for event production services for major Township events C-2016-0039;
A combined total of  $250,000 is allocated in the 2016 Budget for services related to event production of the following events: Red, Hot & Blue Festival & Fireworks Extravaganza, Trick or Treat Trail, Lighting of the Doves and International Winter On The Waterway (iWOW, Memorial Day Weekend and Labor Day Weekend).  Using the unit prices submitted by Spectrum and the projected  services required to produce the events, the total cost of the events production services would total $172,000.

The Woodlands Township and Convention and Visitors Bureau (CVB) Boards of Directors approved a transfer of special event production from the CVB to the Township's  Parks and Recreation Department to begin with the 2016 Budget.  The Township Board of Directors approved the release of the Request for Proposals (RFP) for Event Production Services at their February meeting.  The scope of services described in the RFP is generally the same services previously provided by the CVB and designed to provide community spirit and enhance the quality of life for the residents while attracting visitors to The Woodlands for economic growth. 

The purpose of soliciting proposals for event production services  was to obtain  competitive proposals / bids from qualified companies for the provision of services related to production of the community events. The RFP provides for conceptualizing, managing and executing the events, as well as bringing innovation and creativity for events produced by The Woodlands Township. When developing the RFP, staff spent significant time reviewing production elements from previous years and compiled extensive information on current department events to ensure the proposal process would allow for a cost-efficient outcome. The scope of services specifications were crafted  to allow the Township flexibility through identifying cost per unit/production element and also offer potential vendors the opportunity to submit a proposal in which the vendor could successfully demonstrate their industry knowledge, skill and expertise. 
The Township hosted a mandatory Pre-Proposal Meeting on March 17 with one vendor in attendance and one bid was received from Spectrum Events (Attachment A).  Upon review of the bid, staff recommends awarding the bid to  Spectrum Events for 2016 event production services. Spectrum Events has demonstrated the ability to meet the required specifications for each event as outlined in the bid through extensive experience with the Township and its community-wide events.  A forecast of costs for the 2016 events based upon the submitted unit pricing is estimated to be $172,000 (Attachment B).
Approve the bid from Spectrum Events and authorize the  President/General Manager to execute a service agreement for event production services upon review and approval to form by legal counsel.
Attachment A - Spectrum Bid
Attachment B - Forecasted Event Costs


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