1-PD 1.0 RFQ Sound and Lighting.docx

City of Round Rock Stage Sound and Lighting RFQ No. 25-HF-01 Class/Item: 803-18 July 2025

City of Round Rock, Texas Purchasing Division 221 East Main Street Round Rock, Texas 78664-5299 www.roundrocktexas.gov

REQUEST FOR QUOTE (RFQ)

STAGE SOUND AND LIGHTING

RFQ NUMBER 25-HF-01

JULY 2025

EVENT LIGHTING, SOUND, AND STAGING

PART I

GENERAL REQUIREMENTS

1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after “the City” seeks proposals from firms experienced in professional stage sound and lighting. The City hosts various live music events throughout the year on multiple stages and seeks to contract with professionals who can provide these services. It is the City’s intent to retain multiple vendors for these events with a projected maximum annual spend of $100,000. This agreement will take effect on September 1, 2025.

Part II – Definitions, Standard Terms and Conditions and Insurance Requirements

2. SOLICITATION PACKET: This solicitation packet is comprised of the following:

3. SCHEDULE OF EVENTS: It is the City’s intention to follow the solicitation timeline below.

All questions regarding the solicitation shall be submitted in writing by 5:00 PM, CST on the due date noted above. A copy of all the questions submitted and the City’s response to the questions shall be posted on the City’s webpage in the form of an addendum at: https://roundrocktexas.bonfirehub.com The City reserves the right to modify these dates. Notice of date change will be posted to the City’s website: https://roundrocktexas.bonfirehub.com

4. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City’s website at https://roundrocktexas.bonfirehub.com for any updates pertaining to the solicitation described herein. Various updates may include addendums, cancellations, notifications, and any other pertinent information necessary for the submission of a correct and accurate response. The City will not be held responsible for any further communication beyond updating the website.

5. RESPONSE DUE DATE: Appropriately submitted responses are due at or before 3:00 PM, on the due date noted in PART I, Section 3 – Schedule of Events. The Offeror shall respond via the City’s electronic bidding platform, Bonfire: https://roundrocktexas.bonfirehub.com A. This request for quote (RFQ) does not commit the City to contract for any supply or service.

B. No paper or submittals outside of Bonfire will be accepted by the City.

C. Responses cannot be altered or amended after digital opening.

D. No response can be withdrawn after opening without written approval from the City for an acceptable reason.

E. The City will not be bound by any oral statement or offer made contrary to the written specifications.

F. Samples and/or copies shall be provided at the Respondent’s expense and shall become the property of the City.

6. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer, the City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Offeror to the City Official, Employee, City Consultant, or Evaluation Team member evaluating or considering the offers prior to the time an award decision has been confirmed. Communication between an Offeror and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the offer. Ex parte communication may be grounds for disqualifying the offending Offeror from consideration of award in evaluation or any future bid.

7. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock (“City”), in consultation with the City Attorney, shall have the authority to settle or resolve any dispute concerning the solicitation or award of a contract. The Purchasing Manager may solicit written responses to the protest from other interested parties. The aggrieved person must prepare his or her complaint in writing and send it by electronic mail to the City’s Purchasing Department at protest@roundrocktexas.gov.

In the event of a timely protest, the City shall not proceed further with the solicitation or award of a contract unless it is determined that the award must take place without delay, to protect the best interests of the City.

The procedures for notifying the City of an alleged deficiency or filing a protest are listed below. If you fail to comply with any of these requirements, the Purchasing Office may dismiss your complaint or protest.

A. Prior to Offer Due Date: If you are a prospective offeror for the award of a contract (“Offeror”) and you become aware of the facts regarding what you believe is a deficiency in the solicitation process before the due date for receipt of offers in response to a solicitation (“Offers”), you must notify the City in writing of the alleged deficiency before that date, giving the City an opportunity to resolve the situation prior to the Offer due date.

B. After Offer Due Date: If you submit an Offer to the City and you believe that there has been a deficiency in the solicitation process or the award, you have the opportunity to protest the solicitation process, or the recommended award as follows:

i. You must file a written notice of your intent to protest within four (4) working days of the date that you know or should have known of the facts relating to the protest. If you do not file a written notice of intent within this time, you have waived all rights to protest the solicitation process or the award.

ii. You must file your formal written protest within ten (10) working days of the date that you know or should have known of the facts relating to the protest unless you know of the facts before the Offer has been closed. If you know of the facts before those dates, you must notify the City as stated in section (A) above.

iii. You must submit your protest in writing and must include the following information:

a. your name, address, telephone number, and email address.

b. the solicitation number.

c. a specific identification of the statutory or regulatory provision that you are alleging has been violated.

d. a detailed statement of the factual grounds for your protest, including copies of any relevant documents.

e. a statement of any issues of law or fact that you contend must be resolved; and

f. a statement of the argument and authority that you offer in support of your protest.

iv. Your protest must be concise and presented logically and factually to help with the City’s review.

C. Receipt of Timely Protest: When the City receives a timely and complete written protest, the Purchasing Manager, with assistance from the City Attorney, shall make one of the following determinations:

i. Determine that a violation of rules and statutes has occurred prior to the award of the contract and inform you and other interested parties of the determination. The City will prepare updated solicitation documents and will re-solicit.

ii. Determine that no violation of rules or statutes has occurred and inform you and other interested parties of the decision by letter. The reasons for the determination will be presented in the letter.

iii. Determine that a violation of rules and statutes has occurred after the award of the contract and inform you and other interested parties of the determination. However, the awarded contract will not be canceled. As needed, corrective actions may be taken with purchasing or any other pertinent City staff.

iv. A determination will usually be made within fifteen (15) business days after receipt of the formal protest.

v. Any written decisions by the Purchasing Manager shall be the final administrative action for the City.

All documentation pertaining to a protest will be kept on file at the City and are subject to open records requests.

PART II

DEFINITIONS, STANDARD TERMS AND CONDITIONS,

AND INSURANCE REQUIREMENTS

1. DEFINITIONS, STANDARD TERMS AND CONDITIONS: By submitting a response to this solicitation, the Respondent agrees that the City’s Definitions and Standard Terms and Conditions, in effect at the time of release of the solicitation, shall govern unless specifically provided otherwise in a separate agreement or on the face of a purchase order. These can be obtained from the City’s website at: https://www.roundrocktexas.gov/city-departments/purchasing/. In addition, the Supplemental Terms and Conditions listed in Section III, shall also be enforced as part of the contract.

INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth in Standard Insurance Requirements. The City’s Standard Insurance Requirements document can be viewed and downloaded from the City’s website at: https://www.roundrocktexas.gov/city-departments/purchasing/

PART III

SUPPLEMENTAL TERMS AND CONDITIONS

1. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the following:

A. The term of the Agreement shall begin from September 1, 2025, and shall remain in full force for twelve (12) months.

2. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications.

A. Respondents who do not meet the minimum qualifications will not be considered for award. The Respondent shall:

B. Be firms, corporations, individuals, or partnerships normally engaged in providing professional sound and lighting as specified herein and have adequate organization, facilities, equipment, financial capability, and personnel to ensure prompt and efficient service to the City.

C. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the United States, or not having a home office inside the United States will not be included for consideration in this RFP process.

3. SUBCONTRACTORS: Respondent shall not subcontract or otherwise engage subcontractors to perform required services. The City seeks to do business directly with a company experienced in Sound and Lighting Services.

4. SAFETY: The City reserves the right to remove any employee from City property for violation of federal, state, and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent shall:

A. Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA), State and City safety and occupational health standards and other applicable federal, state, and local health, safety, and environmental laws ordinances, rules, and regulations in the performance of these services.

B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site. In case of conflict, the most stringent safety requirement shall govern.

C. Indemnify and hold the City harmless from and against all claims, demands, suits, actions, judgments, fines penalties and liability of every kind arising from the breach of the Successful Respondents’ obligations under this paragraph.

5. WORKFORCE: Successful Respondent shall:

A. Ensure Respondent’s employees perform the services in a timely, professional, and efficient manner.

B. Ensure Respondent’s employees, while working on City property, wear a company uniform that clearly identifies them as the Respondent’s employee.

C. Employ all personnel for work in accordance with the requirements set forth by the United States Department of Labor. The City reserves the right to verify citizenship or right to work in the United States.

6. PRICING: The Respondent shall submit pricing for all events listed in the Scope of Work on a company-issued quote. Cost shall include all overhead and additional expenses. Cost submitted shall be per project.

10.

7. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor’s performance anytime during the contract term.

8. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award, split award, primary and secondary award, non-award, or use any combination that best serves the interest and at the sole discretion of the City. Respondents to the solicitation will be notified when City staff recommendation of award has been made. The award announcement will be posted to the City’s website at https://roundrocktexas.bonfirehub.com once City Council has approved the recommendation of award and the agreement has been executed.

9. POINT OF CONTACT / DESIGNATED REPRESENTATIVE:

A. Contractor’s point of contact: In order to maintain consistent standards of quality work performed across the City, the City shall be provided with a designated and identified point of contact upon award of the contract to include contact information. The City’s designated representative shall be notified by the Respondent immediately should the point of contact change.

B. The City’s designated representative is:

Scot Wilkinson Director, Arts and Culture Communications and Marketing Department E-mail: swilkinson@roundrocktexas.gov

C. Do not contact the individual listed above with questions or comments during the course of the solicitation.

PART IV

SCOPE OF WORK

1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after “the City” seeks proposals from firms experienced in professional stage sound and lighting. The City hosts various live music events throughout the year on multiple stages and seeks to contract with professionals who can provide these services. It is the City’s intent to retain multiple vendors for these events with a projected maximum annual spend of $100,000. This agreement will take effect on September 1, 2025.

2. EVENT NAMES, LOCATIONS, AND DATES/TIMES: (Downtown Round Rock) A. Round Rock Arts Festival - Centennial Plaza, 301 West Bagdad Friday, October 3, 2025, (5 PM – 9 PM) Saturday, October 4, 2025, (10 AM – 9 PM) Sunday, October 5, 2025, (10 AM – 3 PM) B. Beaujolais Nights - Prete Plaza, 221 E. Main St.

Thursday, November 20, 2025, (5 PM – 9 PM) Friday, November 21, 2025, (5 PM – 9 PM) Saturday, November 22, 2025 (5 PM – 9 PM) C. Music on Main (Fall 2025) - Prete Plaza, 221 E. Main St.

September 24, 2025, October 1, 8, 15, 22, 29, 2025, November 5, 12, 19, 2025 (7 PM – 9 PM) D. Hometown Halloween - Prete Plaza, 221 E. Main St., October 31, 2025 (3 PM – 7 PM) E. Hometown Holiday Music on Main - Prete Plaza, 221 E. Main St.

December 3, 10, 17, 2025 (6 PM – 8:30 PM) F. Music on Main (Spring/Summer 2026) - Prete Plaza, 221 E. Main St. (7 PM – 9 PM) March 25, 2026, April 1, 8, 15, 22, 29, 2026, May 6, 13, 20, 27, 2026, June 3, 10, 17, 24, 2026

The City reserves the right to add, modify, or remove events throughout the term of the agreement. All changes shall be submitted in writing, at a minimum of 30 days before the date of the event.

3. SERVICE REQUIREMENTS PER EVENT: Services will be performed at various locations in Round Rock. The precise location details will be provided by the point of contact for this contract along with maps and illustrations of the event set up.

A. ROUND ROCK ARTS FESTIVAL

i. Set up will be Wednesday and Thursday (October 1st and 2nd) and breakdown will be immediately after the event on Sunday, October 5, 2025 and on Monday, October 6, 2025. The City will provide overnight security for this entire event.

ii. Stage Area Locations:

a) Amphitheater Stage (cement hard surface)

b) Make Music Area (20’ x 20’ stage under a 20’x30’ tent)

c) Performance Area Stage (cement hard surface and turf/grass under a 20’x40’ tent)

iii. Sound and Lighting Requirements: Amphitheater Stage - Provide the following:

a. One (1) Production Manager to oversee the tech’s equipment and needs throughout the event

b. One (1) Audio Engineers (A1) to mix sound and assist with setup, change overs, and teardown

c. One (1) additional Audio Engineers to assist the A1's and act as backups

d. One (1) Yamaha custom drum kit with cymbal pack

e. One (1) bass amp

f. Two (2) fender guitar amps

g. One (1) Midas M32R digital mixer

h. One (1) DL32 stage box

i. One (1) wireless tablet

j. Two (2) QSC 181 subwoofers

k. Two (2) QSC K153 speakers for mains

l. Five (5) QSC K-12.2 speakers for monitors

m. Up to sixteen (16) Shure microphones with stands and cables

n. Two (2) light stands with eight (8) high power RGBWA-UV weatherproof LED fixtures and a basic lighting control system to wash the stage

o. Similar quality equipment may be provided if necessary.

iv. Sound and Lighting Requirements: Make Music Area Stage - Provide the following:

a. One (1) Production Manager to oversee the techs, equipment, organize and schedule the performer’s tech needs before and during the event

b. One (1) Audio Engineer (A1) to mix sound and assist with setup, change overs, and teardown

c. One (1) additional Audio Engineer to assist the A1's and act as backups

d. One (1) Shure microphone with stand and cables

e. Two (2) QSC K153 speakers for main/monitor

f. Two (2) light stands with eight (8) RGBWA- LED fixtures and basic lighting control system

g. Similar quality equipment may be provided if necessary

v. Sound and Lighting Requirements: Performance Area Stage - Provide the following:

a. One (1) Production Manager to oversee the techs, equipment, organize and schedule the performer’s tech needs before and during the event

b. One (1) Audio Engineers (A1) to mix sound and assist with setup, change overs, and teardown

c. One (1) additional Audio Engineers to assist the A1's and act as backups

d. One (1) Yamaha custom drum kit with cymbal pack

e. One (1) Shure microphone with stand and cables

f. Two (2) QSC K153 speakers for main/monitor

g. Two (2) light stands with eight (8) RGBWA- LED fixtures and basic lighting control system to wash the stage

h. Similar quality equipment may be provided if necessary

vi. Stage Lighting Requirements: All Stages - Provide the following:

a. Provide stage lighting equipment, truss, management, and programming that appropriately illuminates a live music event. Light truss and attached lighting shall have a minimum of 12’ clearance above the top of the stage.

b. Set up the lights, trusses, and any associated lighting equipment including any equipment needed to erect truss and install lighting.

c. Perform all program and light tests prior to the show’s commencement. A lighting test shall occur one night prior to the event.

B. BEAUJOLAIS NIGHTS

i. Set up will be between 12PM – 4:30PM Thursday (11/20) at the City Arts Center and Friday (11/21) at Prete Plaza, Main Street, City Arts Center and Paseo area. The City will provide overnight security for this entire event. Staff MUST be age 21+, wear black professional attire and be well-groomed and distinguished.

ii. Stage Area Locations:

1. Paseo Stage at City Arts Center (concrete w/16’x20’ tent) Main Street – Thursday, 11/20

2. Prete Plaza Stage (concrete stage w/permanent hard cover) 221 E. Main Street – Friday, 11/21

3. Raised Platform Stage (20’x16’x18”) Main Street – Friday, 11/21

4. Performance Area (16’x20 tent) South Lampasas St. near Main Street – Friday, 11/21

iii. Sound and Lighting Requirements: Paseo Stage at City Arts Center – Provide the following:

a. One (1) Audio Engineer A1

b. One (1) Audio Technician A2

c. One (1) QSC 181 subwoofers

d. One (1) Midas M32R digital mixer

e. One (1) DL32 stage box

f. Two (2) QSC K153 speakers for mains

g. Five (5) EV EKX-1 speakers for monitors

h. Up to fifteenth (15) Shure microphones with stands and cables

i. Light stand set with eight (8) high power RGBWA-UV weatherproof LED fixtures on a T-bar stand

j. Stage setter controller (lighting control board/desk)

k. Similar quality equipment may be provided if necessary

iv. Sound and Lighting Requirements: Prete Plaza Stage - Provide the following:

a. One (1) Audio Engineer A1

b. One (1) Audio Technician A2

c. One (1) QSC 181 subwoofers

d. One (1) Midas M32R digital mixer

e. One (1) DL32 stage box

f. Two (2) QSC K153 speakers for mains

g. Five (5) EV EKX-1 speakers for monitors

h. Up to fifteenth (15) Shure microphones with stands and cables

i. Light stand set with eight (8) high power RGBWA-UV weatherproof LED fixtures on a T-bar stand

j. Stage setter controller (lighting control board/desk)

k. Similar quality equipment may be provided if necessary

v. Sound and Lighting Requirements: Raised Platform Stage - Provide the following:

a. One (1) Audio Engineer A1

b. One (1) Audio Technician A2

c. One (1) QSC 181 subwoofers

d. One (1) Midas M32R digital mixer

e. One (1) DL32 stage box

f. Two (2) QSC K153 speakers for mains

g. Five (5) EV EKX-1 speakers for monitors

h. Up to fifteenth (15) Shure microphones with stands and cables

i. Light stand set with eight (8) high power RGBWA-UV weatherproof LED fixtures on a T-bar stand

j. Stage setter controller (lighting control board/desk)

k. Similar quality equipment may be provided if necessary

vi. Stage Lighting Requirements: Performance Area - Provide the following:

a. Two (2) Audio Technician A2s

b. One (1) QSC 181 subwoofers

c. One (1) Midas M32R digital mixer

d. One (1) DL32 stage box

e. Two (2) QSC K153 speakers for mains

f. Five (5) EV EKX-1 speakers for monitors

g. Up to fifteenth (15) Shure microphones with stands and cables

h. Light stand set with eight (8) high power RGBWA-UV weatherproof LED fixtures on a T-bar stand

i. Stage setter controller (lighting control board/desk)

j. Similar quality equipment may be provided if necessary

C. MUSIC ON MAIN (FALL AND SPRING):

i. Stage is concrete with a permanent hard cover.

ii. Load-in for the sound audio and lighting company is from 2:00 p.m. to 4:30 p.m. on Wednesdays.

iii. Contracted bands will arrive by 4:30 p.m., and be completed with a sound check by 6:00 p.m.

iv. The show promptly begins at 7:00 p.m. and ends at 9:00 p.m.

v. Load-in is located in the alley next to the City Hall Parking Garage entrance on South Lampasas Street. There is a ramp that leads to Prete Plaza Stage at 221 East Main Street, Round Rock, Texas. This is a loading area for bands, technicians, other vendors, and local businesses. After load-in, you will need to find parking elsewhere. There is a public restroom at Prete Plaza.

vi. The Prete Plaza stage must be cleared of all equipment, tape, water bottles, etc. when the performance is finished.

D. HOMETOWN HALLOWEEN :

i. Stage is concrete with a permanent hard cover.

ii. Load-in for the sound audio and lighting company is from 10:00 a.m.. to 12:30 p.m. Halloween Day.

iii. Contracted band(s) will arrive by 12:30 p.m., and be completed with a sound check by 2:00 p.m.

iv. The show promptly begins at 3:00 p.m. and ends at 7:00 p.m.

v. Load-in is located in the alley next to the City Hall Parking Garage entrance on South Lampasas Street. There is a ramp that leads to Prete Plaza Stage at 221 East Main Street, Round Rock, Texas. This is a loading area for bands, technicians, other vendors, and local businesses. After load-in, you will need to find parking elsewhere. There is a public restroom at Prete Plaza.

vi. The Prete Plaza stage must be cleared of all equipment, tape, water bottles when the performance is finished.

E. HOMETOWN HOLIDAY MUSIC ON MAIN:

i. Stage is concrete with a permanent hard cover.

ii. Event dates and times will be provided to the contractor upon award of this RFQ.

iii. Load-in will be approximately 5 hours prior to scheduled event time. Load-in is located in the alley next to the City Hall Parking Garage entrance on South Lampasas Street. There is a ramp that leads to Prete Plaza Stage at 221 East Main Street, Round Rock, Texas. This is a loading area for bands, technicians, other vendors, and local businesses. After load-in, you will need to find parking elsewhere. There is a public restroom at Prete Plaza.

iv. Prete Plaza stage and parklets must be cleared of all equipment, tape, water bottles, etc. when the performance is finished.

4. CONTRACTOR REQUIREMENTS:

A. The audio sound and lighting equipment and personnel must be professional and presentable to the public.

B. The City of Round Rock has a maximum limit of 80 decibels for ALL concerts at the property line. This is an enforced code and the contractor must make sure this decibel limit is met during the entire performance.

C. The audio sound and lighting company must be a professional company with at least 10 years of experience working with small, regional, and professional entertainers/bands.

D. The Contractor must contact the scheduled contracted bands to request a technical rider/stage plot for an input list at least 2 weeks prior to the event.

E. The audio sound and lighting company must be prepared for all types of weather.

F. Design, program, and implement a professional sound system capable of covering the entire surrounding stage area.

G. Be responsible for the stage setup within 3-4 hours before the scheduled event or at a minimum of 2 hours before the scheduled sound check time.

H. Monitor and adjust the sound levels during the performance.

5. TECHNICAL STAFF REQUIREMENTS:

A. Technical staff of 2 crew members must be on site the entire schedule time (from setup, load-in, concert time and strike).

B. One A1 lead audio technician must have at least 5 years of experience mixing live sound for outside events.

C. One A2/ L2 audio technician must have at least 3 years of experience assisting and mixing professional live outside sound. The A2/L2 should have the skills to take over if the A1 is not able to fulfill his or her responsibilities.

D. Both the A1 and A2/L2 should be able to set up and trouble shoot the stage lighting

6. SOUND AUDIO SYSTEM MINIMUM REQUIREMENTS:

A. All equipment must be in operable condition that executes a clean clear audio sound.

B. Equivalent equipment may be used. It is at the City’s discretion to accept equivalent equipment. If equivalent equipment is proposed, please list the equipment with your quote

C. Multiple stands and cables as needed.

7. STAGE LIGHTING MINIMUM REQUIREMENTS:

A. Minimum 8 weatherproof LED light fixtures.

B. The lights must be able to evenly wash the stage and performers with warm white and colorful light in at least 2 zones (upstage and downstage).

C. The fixtures must be mounted on stands or truss in front of the stage (left and right) at least 3 feet above the performers’ heads.

D. The technicians must operate the lighting occasionally creating different looks appropriate for the tempo of the music.

8. CONTRACTOR RESPONSIBILITIES: The awarded Contractor shall- A. Be responsible for coordinating the delivery, set up, dismantling, and packing of all materials and make all shipping arrangements to return equipment.

B. Provide the City with the electrical requirements/demand. Contractor shall provide an electrical requirement plan at least one (1) month prior to the event.

C. Submit a setup and teardown schedule to the City at least 1 week prior to the first event date.

D. Arrive on location on or before one (1) day prior to the event to set up all equipment.

E. Ensure all equipment and cords are securely fastened and protected to avoid accidental injury or damage. Contractor shall be responsible for any necessary or required weather-related protection of the equipment, lights, electrical cords, etc.

F. Provide overnight security for equipment that must stay onsite for multiday events.

G. Provide the City with a primary and secondary point of contact for each event.

9. CITY RESPONSIBILITIES: The City will – A. Provide generators or permanent power at the stage and various locations around the lake (if applicable) dependent upon Contractor needs up to 300 amps total.

B. Provide one (1) 10’x10’ pop-up tent to cover the sound board and lighting control board. If more than two (2) 10’x10’ tents are required, the Contractor shall note their tent needs in their solicitation response.

C. Provide event schedule and details to the awarded contractor no later one (1) month prior to the event.

D. Ensure area is reasonably free from safety hazards.

E. Provide the awarded contractor with a primary and secondary point of contact for each event.

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