DEPARTMENT: Center City Development and Operations
DEPARTMENT HEAD: John Jacks
COUNCIL DISTRICTS IMPACTED: 1
SUBJECT:
Sound Services for Market Square (RFP 18-025 RFx: 6100009776)
SUMMARY:
The Center City Development & Operations Department requests authorization to enter into a one year contract with two (2) additional, two (2) year extensions with Daniel J. Patino dba Symmetric Sound Productions for the provision of sound services for Market Square with the total amount not to exceed (1) $111,000 annually; (2) $555,000.00 if both extensions are approved; funding available in the FY 2018 Market Square Fund. Contract term to commence upon approval by City Council.
BACKGROUND INFORMATION:
The Historic Market Square is a major tourist attraction located in the heart of downtown San Antonio drawing over a million visitors annually from places throughout the United States and all over the world. Throughout the year, typically on weekends, Market Square provides live entertainment to enrich the cultural environment and provide quality entertainment for locals and tourists. Quality sound services are vital to the success of the weekly live entertainment programming at Market Square.
The Center City Development & Operations Department solicited proposals for sound services at Market Square. The scale of services shall include, but not limited to providing public address system (PA system) comprising of microphones, amplifiers, loudspeakers and related equipment. The evaluation of each proposal response was based on a total of 100 points. 35 points allotted for experience, background, qualifications and 25 points allotted for proposed plan. Twenty preference points were allotted for the Small Business Economic Development Advocacy (SBEDA) Program, Small Business Enterprise Prime Contract Program Affirmative Procurement Initiative and the Minority/Women Business Enterprise Contract Program Affirmative Procurement Initiative.
The evaluation committee met on March 8, 2018 to evaluate the two responsive proposals received. After committee review and discussion, individual technical scores were submitted and presented. After scores were finalized by the selection committee, the pricing scores and the SBEDA scores were revealed. Daniel J. Patino dba Symmetric Sound Productions received the highest rankings and was recommended for award by the evaluation committee.
The initial term of the contract shall be for one year upon Council award. The City shall have the option to renew under the same terms and conditions for two (2) additional, two (2) year extensions. All renewals shall be in writing and signed by the Director, or his or her designee, without further action by City Council. However, the City may terminate the contract at any time if funds are restricted, withdrawn, not approved or service is unsatisfactory.
ISSUE:
This Ordinance authorizes the execution of a sound services contract with Daniel J. Patino dba Symmetric Sound Productions to perform sound services for Market Square for a period of one (1) year with two (2) additional, two (2) year administrative renewal options. The total amount is not to exceed, (1) $111,000 annually; (2) $555,000.00 if both extensions are approved.
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 Prime Program with (10) evaluation preference points and Minority/Women-Owned Business Enterprise Prime Contract Program with (10) evaluation preference points. No evaluation preference points were awarded to Daniel Patino dba Symmetric Sound Productions, as they are not a certified SBE or MWBE.
The Local Preference Program (LPP) and Veteran-Owned Small Business Preference Program (VOSBPP) were applicable for this solicitation.
ALTERNATIVES:
Should this sound services contract not be approved, the Center City Development and Operations Department will need to identify another vendor for the sound services by publishing another Request For Proposal (RFP).
FISCAL IMPACT:
This ordinance authorizes the execution of a services contract with Daniel J. Patino dba Symmetric Sound Productions in an amount not to exceed (1) $111,000 annually; (2) $555,000.00 if both extensions are approved. Funding is available in the FY 2018 Market Square Budget.
RECOMMENDATION:
Staff recommends approval of the contract with Daniel J. Patino dba Symmetric Sound Productions to perform Sound Services for Market Square.