DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Rigging Services for the Alamodome
SUMMARY:
This ordinance authorizes a contract with Frio Nevado Corporation d/b/a Go Professional Environmental Management to provide rigging services at the Alamodome for an estimated average amount of $201,000.00 annually through May 31, 2019 with one additional five-year renewal option for a total estimated contract amount of $2,006,750.00. Funding for this contract is available through the Hotel Occupancy Tax Alamodome Fund.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is a proposal submitted by Frio Nevado Corporation d/b/a Go Professional Environmental Management to provide rigging services at the Alamodome. Rigging services are needed to transition one event to another and for other special projects or maintenance and repair tasks. Frio Nevado Corporation d/b/a Go Professional Environmental Management will engineer, plan, layout, and perform load limit calculations for department provided rigging equipment to safely suspend from the Alamodome ceiling, banners, trusses, curtain systems, sound and lighting equipment and any other installations for facility and event productions.
Historically, custodial and supplemental conversion/labor services and rigging services had been solicited under one best value bid solicitation. However, the department elected to solicit the two services separately as two Requests for Competitive sealed Proposals (RFCSP), RFCSP 6100003914, Custodial and Supplemental Conversion/Labor Services for the Alamodome and RFCSP 6100004055 Rigging Services for the Alamodome, due to the variance in the vendor's skill sets for each service and the limited vendors available to perform the rigging services.
Staff's recommendation for Custodial and Supplemental Conversion/Labor Services for the Alamodome (RFCSP 6100003914) will be presented to Council on May 15, 2015.
The City issued an RFCSP for "Rigging Services for the Alamodome" (RFCSP 6100004055) on February 17, 2014, with a submission deadline of March 24, 2014. One proposal was received. Frio Nevado Corporation d/b/a Go Professional Environmental Management was selected based on the City's standard RFCSP process.
The selection team consisted of representatives from City Manager's Office, Convention and Sports Facilities Department (Convention Center and Alamodome), and a non-city participant from the San Antonio Convention & Visitors Commission/Hilton Palacio del Rio, representing the hospitality industry. The Finance Department, Purchasing Division, assisted by ensuring compliance with City Procurement Policies and Procedures. The proposal was evaluated based on qualifications, experience, quality of service, previous performance, proposed plan, and price schedule. Additional categories of consideration included references and financial qualifications.
The evaluation team met on March 31, 2014 to evaluate the one responsive proposal received. At the closing of the evaluation meeting, the committee finalized discussions and recommended accepting the proposal from Frio Nevado Corporation d/b/a Go Professional Environmental Management for consideration by City Council.
Upon further review of the proposed staff and their specified duties, the Convention and Sports Facilities Department and the Frio Nevado Corporation d/b/a Go Professional Environmental Management agree that the Rigging Supervisor will perform the duties of the Site Manager and thus the position of Site Manager will be removed from the scope of services. Removing the site manager position will result in average savings of approximately $37,000.00 annually. The RFCSP for Custodial and Supplemental Conversion/Labor Services for the Alamodome (RFCSP 6100003914) also includes a site manager position. This site manager will also assist in managing the Rigging Services for the Alamodome contract.
The initial term of the agreement shall be for a period of five years. One additional five-year renewal period, at the City's option, shall also be authorized by this ordinance.
ISSUE:
This contract will provide for a contractor to perform rigging services at the Alamodome for the Convention and Sports Facilities Department. Rigging services are required to transition from one event to another at the Alamodome and for other special projects or maintenance and repair tasks. The contract shall provide personnel such as rigging supervisor, up riggers, down riggers, pullers, spot light operators and stagehands to perform the required services. The contractor will engineer, plan, layout, and calculate formulas and principals for department provided rigging equipment to safely suspend from the Alamodome ceiling, banners, trusses, curtain systems, sound and lighting equipment and any other installations for facility and event productions.
This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee applied the Small Business Enterprise (SBE) Prime Contract Program to this solicitation and awarded 20 evaluation preference points to Frio Nevado Corporation d/b/a Go Professional Environmental Management, as they are certified SBE and located within the San Antonio Metropolitan Statistical Area.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Alamodome would be required to process individual procurements to provide rigging services thus affecting the setup timing of events. The department does not have the staff to perform these services in-house. Processing individual procurements will affect the cost of services due to non-contract pricing.
FISCAL IMPACT:
This ordinance authorizes a contract with Frio Nevado Corporation d/b/a Go Professional Environmental Management, to provide rigging services at the Convention and Sports Facilities Department for the Alamodome. Funding for this contract is available through the Hotel Occupancy Tax Alamodome Fund.
RECOMMENDATION:
Staff recommends the approval of this contract with Frio Nevado Corporation d/b/a Go Professional Environmental Management to provide the Convention and Sports Facilities Department with rigging services at an estimated average amount of $201,000.00 annually.
This contract is procured by means of Request for Competitive Sealed Proposal and a Contracts Disclosure Form is required.