Board of Directors THURS Meeting Agenda


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Meeting Date: 02/16/2017  

Receive, consider and act upon award of bid for special event production services (C-2016-0650);
A combined total of $548,800 is  allocated in the 2017 Township Events budget for event production of the following events: Red, Hot & Blue Festival & Fireworks Extravaganza, Trick or Treat Trail, Lighting of the Doves, with supplemental assistance for Memorial Day Weekend in The Woodlands and Labor Day Weekend in The Woodlands.  Based on 2016 expenses and unit prices submitted by Spectrum Events, the estimated total cost for 2017 event production services is $160,500. Costs that are part of this bid do not include public safety, entertainers, fireworks and other items related to the production of these events. 
Beginning with the 2016 Budget, The Woodlands Township and The Woodlands Convention and Visitors Bureau (TWCVB) Boards of Directors approved a transfer of special event production from TWCVB to the Township's  Parks and Recreation Department.  Throughout 2016, staff was directed to evaluate and analyze the events status quo to determine how best to fit them to meet the department’s current goals and objectives.  This resulted in modification of event production elements to eliminate overlap of existing department events and increase program cohesiveness, realignment of marketing efforts to be more resident focused and better utilization of internal resources (i.e.. staffing and Township contractors). The 2016 Event Production Services Agreement with Spectrum Events expired December 31, 2016.
On January 9, 2017, a Request for Bid for 2017-2019 Event Production Services was released and advertised on the Township website, in The Woodlands Villager and was sent directly to special event organizers and event equipment rental companies.  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 Request for Bid 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 bid, 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 provide community spirit and enhance the quality of life for the residents while attracting visitors to The Woodlands for economic growth.  Additionally, the bid was designed to allow the Township flexibility through identifying cost per unit/production element and also offered 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-Bid Meeting on January 18, 2017 with one (1) vendor in attendance.  One (1) bid was received from Spectrum Events by the deadline of February 1, 2017 (Attachment A).  Upon review of the bid, staff recommends awarding the bid to Spectrum Events for 2017-2019 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.  One of the challenges of this bid is the complex nature of the delivered services- equipment rental and event production.  While there are entities that specialize in either equipment rental and event production very few specializes in both.  The method in which events are produced in The Township necessitates the need for a turn key vendor- which further facilitates the resident experience at these events.
A forecast of costs for the 2017 events based upon the submitted unit pricing and 2017 event budget is estimated to be $160,500 (Attachment B).  The increase in cost, as opposed to the 2016 event series is a direct result in the expansion of the scope of Red, Hot and Blue to multiple parks around the community. Staff will continue to implement adjustments to event production and marketing efforts in 2017 to further drive the cost of production down. For example the production cost, not including public safety, fireworks, etc was $76,844 in 2015 for Red, Hot and Blue and the 2017 cost is budgeted to be $50,000.
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 as to form by the Township Attorney.
Attachment A - Event Production Spectrum Bid
Attachment B - Event Production Financial Analysis


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