IFQ_7400_HAW1006_SOW_v1.pdf

Scope of Work Revised 07/03/2025

Solicitation NO. IFQ 7400 HAW1006

Description: Public Music Performance Programming and Event Coordination Services

1.0 Introduction

About the City of Austin

The City of Austin, Texas, is the capital of the State of Texas and the 12th most populous city in the United States. Founded in 1839 and named after Stephen F. Austin, the “Father of Texas,” Austin is widely recognized for its rich history, dynamic culture, and scenic beauty. Home to more than one million residents, with the regional population being over 2.6 million, the City is a thriving hub for government, technology, education, and the arts.

As the “Live Music Capital of the World,” Austin attracts visitors and new residents alike with its high quality of life, vibrant outdoor lifestyle, and robust economy. This dynamic city tops numerous “Best” lists for business, entertainment, cost of living, quality of life, and more. The City’s dedication to building a thriving community has made them a player on the international scene with events such as the United States Grand Prix-Formula 1, ACL Music Festival, South by Southwest, and their first major league sports team, Austin FC (Major League Soccer). The Austin area is home to major employers such as Dell Technologies, Apple, Tesla, IBM as well as public sector / government actors, including the State of Texas, University of Texas at Austin, and the City of Austin.

Austin is committed to excellence in public service, sustainability, equity, and community engagement. City departments operate under the Council-City Manager form of government and provide a wide array of services to support residents, businesses, and visitors. This solicitation supports the City’s ongoing mission to promote responsible stewardship of public resources while fostering a safe, inclusive, and thriving community.

2.0 Purpose

The purpose of this contract is to obtain services to develop, program, coordinate, and implement music performances for the public at designated downtown properties associated with the former Green Water Treatment Plant redevelopment project. The Contractor shall collaborate with Austin Financial Services (AFS) Redevelopment Division staff and the City’s development partner or its representative. Services shall include performer coordination, equipment coordination, required permitting, and administrative support necessary to deliver the approved performances.

3.0 Term of Contract

This Contract shall become effective on the date executed by the City (“Effective Date”) and shall remain in effect until the earliest of when the deliverables set forth in the Contract are complete or the City terminates the Contract. All performances and closeout activities shall be completed by March 1, 2027.

4.0 Background

Over the past 25 years, the City has transformed nearly 90 acres of former industrial land in southwest downtown into a mixed-use urban district. The 2001 Seaholm District vision plan supported redevelopment of obsolete infrastructure sites, including the former Thomas Green Water Treatment Plant. After a competitive bidding process, the

City partnered with Trammel Crow Company to redevelop the former water treatment plant property into four downtown blocks. Under the associated 2012 Master Development Agreement (MDA), Trammel Crow committed $150,000 to support public music performances on the property. The City has used portions of the funding for free live music performances for the public, including a busking pilot project, sidewalk concert series and a community concert. Approximately $49,000 remains of the public music contributions; the exact available balance shall be confirmed by the City before contract execution. Events that are highly produced, resource intensive, and require street closures will not be considered.

5.0 Contractor Minimum Qualifications

The Contractor shall meet the following minimum qualifications:

- Have at least ten (10) years of demonstrated knowledge and experience in the Austin music industry.

- Have demonstrated experience developing, coordinating, and delivering live music performances in Austin with local talent that are intimate, mood-setting and open to the public.

- Have demonstrated administrative experience coordinating diverse performers, event production needs, equipment, all required permits, schedules, and related event logistics.

- Demonstrate experience working with at least five (5) musicians, bands, or other musical performers in connection with live music events or performances. These may include local schools and nonprofits supporting arts, music and culture. Examples may be drawn from one or more performances and/or events.

6.0 Tasks/Requirements

6.1 Contractor’s Responsibilities

The Contractor shall:

- Collaborate with AFS Redevelopment Division staff and the City’s development partner or its representative to propose an appropriate program of public music performances at designated properties primarily during the December holiday season.

- Develop and recommend performance concepts, proposed performers, proposed dates and times, and proposed locations for City review and approval. Events that are highly produced, resource intensive, and require street closures will not be considered.

- Coordinate and secure performers and any other personnel necessary to deliver the approved performances during December holiday season to the extent possible.

- The Contractor may consult with staff of the City of Austin Public Performance Program as a non-exclusive resource for identifying eligible Austin-area musicians and bands (Public Performance Program | Austin Arts, Culture, Music and Entertainment | AustinTexas.gov). Use of this resource is optional and does not replace City review and approval of proposed performers.

- Provide or coordinate equipment and production support, if required, for each approved performance.

- Compensate musicians for live City music performances at no less than the rates https://www.austintexas.gov/arts-culture/public-performance-program established by City Council Resolution No. 20230720-123: (a) groups of one (1) through six (6) musicians: $200 per musician; (b) groups of seven (7) through nine

(9) musicians: $150 per musician; and (c) groups of ten (10) or more musicians:

$1,500 total per group. For a group of ten (10), both published minimum formulations result in $1,500. These amounts are minimum performer compensation and shall not be reduced by the Contractor’s administrative, booking, production, or other charges. Resolution:

https://services.austintexas.gov/edims/document.cfm?id=413057. Funding is intended primarily to support performers, musicians, and music education in Austin; administrative and production costs should be kept to minimum.

- Obtain all permits and other approvals required by the City for performances.

- Coordinate proposed locations, performers, performance concepts, and schedules with the City and its partner. The Contractor shall not finalize or publicly announce an activity until the City and its partner confirm that required reviews and approvals have been completed.

- All social media marketing and promotional posts relating to the program shall be coordinated through the City of Austin; the Contractor shall not independently publish, distribute, or authorize social media content for the program without the City’s prior written approval. All print and other public announcements shall likewise be coordinated with and released at the direction of the City and following any required development-partner review.

- Plan and implement approved performances in a manner that does not interfere with normal operations or planned use of the building managers, occupants, guests, retailers as well as the sidewalks / streetscapes and neighbors.

- Modify proposed activities when directed by the City to address site operations, scheduling conflicts, safety, permitting, or required development-partner coordination.

- Provide the administrative coordination necessary to complete the approved public music program and related contract deliverables in most efficient and cost effective manner.

7.1 City’s Responsibilities The City will:

- Designate City staff to review and approve the work in timely fashion and serve as the

Contractor’s primary point of contact.

- Provide available project background information, guidance on properties or areas eligible for the public music performances and known constraints.

- Coordinate participation by the City’s development partner or its representative and communicate required approvals or requested revisions to the Contractor.

- Coordinate review and approvals of all media, advertising and marketing materials with appropriate City staff and its development partner. All social media outreach shall be routed through the City for approval and release by the City or as expressly authorized by the City in writing.

- Review proposed performance concepts, performers, locations, dates, and other submitted deliverables and provide direction to the Contractor in timely fashion.

8 Performance Locations

Performances shall occur at one or more City-approved downtown locations associated with the former Green Water Treatment Plant redevelopment project. See Blocks 4, 5, 6 and 7 on the map provided Seaholm District | Austin Financial Services | AustinTexas.gov. Specific eligible https://services.austintexas.gov/edims/document.cfm?id=413057 https://www.austintexas.gov/financial-services/seaholm-district properties and performance areas shall be identified by the City and its development partner and confirmed during performance planning. No location may be scheduled for a performance until the City and its development partner confirm approval of the site.

9 Specific Invoice Requirements

The City’s preference is to have invoices emailed to City’s designated contract manager. For questions regarding your invoice/payment, please contact the City Contract Manager. Each invoice that includes performer compensation shall identify the event/date, performer or group, number of musicians, minimum compensation applicable under Resolution No. 20230720-123, and actual performer compensation paid. The City may request supporting documentation demonstrating compliance with the pay minimums.

10 Designation of Key Personnel

The City and the Contractor resolve to keep the same key personnel assigned to this engagement throughout its term. If it becomes necessary for the Contractor to replace any key personnel, the replacement will be an individual having equivalent experience and competence in executing projects such as the one described herein. Additionally, the Contractor shall promptly notify the City and obtain approval for the replacement. Such approval shall not be unreasonably withheld.

The Contractor’s and City’s key personnel are identified as follows:

Name/ Title Phone Number Email Address

City Contract Manager

Margaret Shaw Economic Redevelopment Project Manager Austin Financial Services

512-974-

Margaret.shaw@austintexas.gov

City Contract Administrator, Procurement Specialist

Harley Wilson

Procurement Specialist III

512-974-harley.wilson@austintexas.gov

Contractor Project

Manager

To be identified by Contractor

Contractor Event /

Production Lead

To be identified by Contractor

11 Deliverables/Milestones

The Contractor shall provide the following deliverables. Final dates and frequencies shall be established before solicitation issuance or in the resulting contract, as applicable.

12 Appendices

12.1 Appendix A - Seaholm District Background and Site Information. This appendix provides background information and maps of the Seaholm District to give Offerors context regarding the redevelopment area and potential locations associated with the public music performance program. Appendix A The information is provided for reference only; specific performance locations will be identified and approved by the City during program planning.

mailto:Margaret.shaw@austintexas.gov mailto:harley.wilson@austintexas.gov

Deliverables/ Milestones

Description

Timeline (due/completion date, reference date, or frequency)

Performance Measure/

Acceptance Criteria

Contract Reference/

Section

Initial

Programming

Plan

Proposed public music program, including performance concepts, proposed performers, proposed locations, proposed dates/times

(primarily December 2026), anticipated production needs, and required permits or approvals.

Within 7 business days after kickoff meeting

City confirms required review and approval of the proposed program before implementation. Section 6.1

Approved

Performance

Schedule

Final schedule of approved and confirmed performers, dates/times, and locations, reflecting direction and requirements from City and City’s development-partner.

Within 10 business days of approval by City and City development partner of proposed plan

City written confirmation that required approvals have been obtained.

Sections 6.1 and

7.0

Marketing &

Advertising

Program

Proposed content and copy of all media / advertising and the method of release requires approval by City and City development partner

Within 10 business days of approval by City and City development partner of proposed plan

City written confirmation that required approvals have been obtained.

Public Music

Performances

Plan, coordinate, and implement the approved public music performances, including performers, equipment/production support, permits, and administrative coordination.

Invoice(s) for performers and associated costs.

As outlined in approved plan

Performances are completed substantially in accordance with the

City code, wage requirements and -approved program and schedule. City verifies minimum performer pay and approved event locations. Section 6.1

Project Closeout

Provide a brief final summary identifying performances completed, performers engaged, dates and locations, attendance, photo documentation, and any outstanding items requiring City attention with final invoice

As outlined in approved plan

City receipt and acceptance of final summary. Section 6.1

13 Appendices/Exhibits

13.1 Appendix A Reference (Seaholm District Map)

Performance locations shall be approved by the City and its development partner within Blocks 4, 5, 6, and 7 on map below.

13.2 Appendix B Reference (Optional Talent Resource)

City of Austin Public Performance Program - Public Performance Program | Austin Arts, Culture, Music and Entertainment | AustinTexas.gov

Appendix C Reference (Performer Pay)

City Council Resolution No. 20230720-123