Public Music Performance Programming and Event Coordination Services

The City of Austin, Texas is soliciting quotes under Invitation for Quotation IFQ 7400 HAW1006 for public music performance programming and event coordination services at designated downtown properties in the former Green Water Treatment Plant redevelopment project, with quotes due November 16, 2026 at 3:00 PM. The solicitation prioritizes certified small business enterprises (SBEs) and minority/women-owned business enterprises (M/WBEs) initially.

The contractor must identify and secure local musicians, schedule performances, arrange equipment and production support, obtain permits, and manage event logistics while collaborating with Austin Financial Services Redevelopment Division staff and the City's development partner. Minimum qualifications include at least ten years of demonstrated knowledge and experience in the Austin music industry and demonstrated experience coordinating diverse performers, equipment, permits, and logistics. Performances occur primarily during the December 2026 holiday season at City-approved locations within Blocks 4, 5, 6, and 7 of the Seaholm District, with all performances and closeout completed by March 1, 2027. Highly produced, resource-intensive events requiring street closures will not be considered.

Approximately $49,000 remains from the $150,000 Trammel Crow Company committed under the 2012 Master Development Agreement for public performances, with the exact balance to be confirmed before contract execution. Musician compensation minimums under Resolution No. 20230720-123 are $200 per musician for groups of one to six, $150 per musician for groups of seven to nine, and $1,500 total for groups of ten or more, and these amounts cannot be reduced by administrative, booking, or production charges. Payment is due within thirty days of receipt of properly documented invoices, contingent on services meeting the City's satisfaction.

Evaluation totals 100 points: Experience and Qualifications (25 points, including resumes for key personnel), Relevant Music Event and Performer Experience (30 points, three detailed examples of small public-facing events), Performer Booking Experience and Local Music Network (15 points, at least five distinct musicians or acts within the last three years), and Program Administration, Event Planning and Budget Management (30 points, three sample performances with detailed budgets).

The Initial Programming Plan is due within 7 business days after the kickoff meeting, and the Approved Performance Schedule and Marketing and Advertising Program are each due within 10 business days of approval. All social media posts require City approval before publication. Contractors must complete City of Austin Wage Theft Training within thirty days of award and maintain Workers' Compensation, Commercial General Liability of at least $500,000, and Business Automobile Liability of at least $500,000 combined single limit.