Board of Directors Regular Meeting Agenda


Return to the Agenda
 
Meeting Date: 10/17/2019  

SUBJECT MATTER:
Receive, consider and act upon an Award of Bid for event production services (C-2019-0318);
FISCAL IMPACT:
The 2020 Township Budget allocates $251,000 for contracted event production services, which provides services related to event production for several Townwide events, programs and services.  The lowest responsive, and sole bid was submitted by Facility Concession Services, Inc., DBA Spectrum Catering, Concessions and Special Events in the amount of $192,491.57 per year for a three-year term.
BACKGROUND:
The Scope of Services for contracted event production services includes equipment, labor, vendor management and holiday light displays for various Township produced events such as Muddy Trails Bash; Tri – The Woodlands; Memorial Day; Red, Hot & Blue Festival & Fireworks Extravaganza; Labor Day; First Responders Day; Arts in the Park; 10 for Texas; Trick or Treat Trail; Veteran’s Day; Lighting of the Doves; and holiday Christmas lights displays for Winter Wonderland and Town Green Park.  On average, the Township produces approximately 11 events per year that require equipment or event production and two holiday light displays located within the Town Center area.
 
The Township Board of Directors considered the option to negotiate the terms of a renewal agreement with the current contractor, Facility Concession Services, Inc., DBA Spectrum Catering, Concessions and Special Events, at the June 20, 2019, meeting and determined  to solicit competitive bids rather than to renew the existing contract.
 
An Invitation for Bids (IFB) for a three-year contract was advertised in The Villager on August 28, 2019, and posted on The Woodlands Township website. A mandatory pre-bid meeting was held on September 11, 2019, with one contractor in attendance, Facility Concession Services, Inc., DBA Spectrum Catering, Concessions and Special Events.  Bids were due on September 27, 2019, and one bid was received. A Bid Tabulation has been prepared (Attachment B), a summary of which is provided in the table below.  The current contract with Facility Concession Services, Inc., DBA Spectrum Catering, Concessions and Special Events expires on December 31, 2019. 
 
Service Price per year (including performance bond)
Spectrum Catering $192,491.57
 
It is projected that the events and holiday lighting will cost $192,491.57 per year which is based on units of services (tables, chairs, tents, stages, etc.) identified and submitted unit prices.  A total of $219,421.76 was spent in 2018 for services related to this agreement.  Facility Concession Services, Inc., DBA Spectrum Catering, Concessions and Special Events, is a Texas company located in Oak Ridge North. Spectrum Events has demonstrated the ability to meet the required specifications for each event and has extensive experience with the Township, including the Ice Rink Production Services agreement and its long history of providing event production services for the Township and its predecessors for community-wide events.
RECOMMENDATION:
Award the bid for Event Production Services to Facility Concession Services, Inc., DBA Spectrum Catering, Concessions and Special Events, and authorize the President/General Manager to execute any necessary agreements as approved to final form by the Township Attorney.
Attachments
Attachment A - IFB Event Production Services
Attachment B - Bid Tabulation Event Production Services


    

Level double AA conformance,
                W3C WAI Web Content Accessibility Guidelines 2.0

AgendaQuick ©2005 - 2020 Destiny Software Inc. All Rights Reserved.