Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Participate in the City of Delray Beach Contract #2024-021 for Under City Contract # 20250071 - Sound and Lighting Equipment.
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Submitted By: India Barr, Procurement Contracting Officer, I
Strategic Plan Link: The City’s Mission to provide exceptional services.
Summary Brief (Agreements/Contracts only)
1. Prepared by: India Barr, Procurement Contracting Officer, I
2. Parties: City of Port St. Lucie and BFAV LLC. d/b/a All On Stage Productions.
3. Purpose: To provide Special Events Dept. with quality sound, lights, and staging for special events and concerts.
4. New/Renewal/Modified: New.
5. Duration: From date of execution through August 4, 2027, with an option to renew for two (2) additional one-year periods.
6. Benefits to Port St. Lucie: BFAV LLC dba All On Stage Productions is a full-service event production and management company based in South Florida. With nearly 20 years of experience in the industry, the company is a leading provider of professional audio, lighting, video walls, staging, and more. The company's commitment to quality and customer service has earned it a reputation as a trusted and reliable partner for events of all sizes and types. All On Stage works with multiple municipalities in South Florida.
7. Cost to Port St. Lucie (Annual and Potential): Estimated expenditure through August 4, 2027 is $312,500.00. Additional funds and for renewals, if exercised, will be appropriated as budget allows.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve participating in the City of Delray Beach Contract # 2024-021 per Chapter 35.08(a)(10)(b) with BFAV LLC. d/b/a All On Stage Productions for Sound and Lighting Equipment.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve participating in the City of Delray Beach Contract # 2024-021.
2. Move that the Council not approve participating in the City of Delray Beach Contract and provide staff with direction.
Background: BFAV LLC dba All On Stage was chosen to provide sound, lighting, and staging services to the City because they have over 45 years of combined experience in the field. They are the preferred vendor for AEG, Mizner Amphitheatre, and many municipalities in South/Central Florida.
Issues/Analysis: BFAV LLC dba All On Stage Productions is a full-service event production and management company based in South Florida. With nearly 20 years of experience in the industry, the company is a leading provider of professional audio, lighting, video walls, staging, and more. The company's commitment to quality and customer service has earned it a reputation as a trusted and reliable partner for events of all sizes and types. All On Stage works with multiple municipalities in South Florida.
Financial Information: Funds are appropriated in the General Fund, Special Events and other Contractual Services (001-7400-534000-00000).
Special Consideration: N/A.
Location of Project: Various Locations.
Attachments:
1. City of PSL 2025 Events - Vendor Estimates
2. City of Delray Beach Tabulation Packet
3. City of Delray Vendor Award Letter
4. City of Delray Beach RFP-2024-021
5. City of Delray Beach Pricing - Exhibit A
6. City of Delray Beach Executed Agreement
7. City of Delray Beach Bid Packet
8. City of Delray Beach Resolution
9. City of Delray Beach RFP Scoring Summary
10. Vendor’s Response to City of Delray Beach RFP 2024-021
11. Piggyback Agreement
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 25024-05
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.