Board of Directors Regular Meeting Agenda

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Meeting Date: 06/20/2019  

Receive, consider and act upon a Renewal Notice to Facility Concession Services, Inc., DBA Spectrum Catering, Concessions and Special Events  for Service Agreement 2017-2019  Event Production  (C-2016-0650); 
Event production services expenses totaled  $219,421.76  in 2018 for services related to this agreement for the following events: Red, Hot & Blue Festival & Fireworks Extravaganza, Memorial Day in The Woodlands, Labor Day in The Woodlands, Trick or Treat Trail,  Lighting of the Doves, and other events such as Veteran's Day and Patriot Day. 
In 2017, The Woodlands Township solicited Proposals for Event Production Services. One proposal was received and the  Board of Directors awarded a three-year services contract to  Facility Concession Services, Inc., DBA Spectrum Catering, Concessions and Special Events (Spectrum).  The scope of services requires the company to provide turn-key services for the production of the various community spirit events that  enhance the quality of life for Township residents. 
The Initial Term of the Event Production Services Agreement expires December 31, 2019 (Attachment A).  The Agreement provides for a Renewal Term provided that  within ninety (90) days before the expiration of the Initial Term or any applicable Renewal Term, the Township  gives written notice to Spectrum of its desire to renew the Agreement (the "Renewal Notice") for an additional amount of time (the "Renewal Term"). If the Township delivers the Renewal Notice, the Parties shall within thirty (30) days from the date of receipt of the Renewal Notice use good faith efforts to negotiate the terms and conditions of the Renewal Term.   
Over the course of the term of the Agreement, new  events have been added based on the established unit price stipulated in the Agreement such as Veteran’s Day and  Patriot Day.  It would be the intent that the Renewal Term include such events in the base established scope of services.  
Spectrum Events has demonstrated the ability to meet the required specifications for each event and has extensive experience with the Township, inclusive of The Ice Rink (separate production agreement) and its long history of providing event production services for the Township and its predecessors for community-wide events.  Therefore, it is recommended to issue the Notice to Renew.  Upon Board of Directors approval to issue the Notice and authorization for the President/General Manager to negotiate the terms and conditions of the Renewal Term, the Board will be presented with a proposed Renewal Agreement for consideration in August.  If the Notice to Renew is not authorized by the Board,  a Request for Proposals will be issued with the expectation to present the submitted proposals to the Board for consideration at a future  Board of Directors meeting.
Authorize the issuance of a Notice of Intent to Renew the Service Agreement for Event Production Services to Facility Concession Services, Inc., DBA Spectrum Catering, Concessions and Special Events and authorize the President/General Manager to negotiate the terms of a Renewal Agreement and return to the Board of Directors for final approval of a Renewal Agreement. 

Attachment A - Service Agreement Event Production Services Spectrum


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