RFQ Stage Sound and Lighting

The City of Round Rock, Texas, through its Purchasing Division, is seeking professional stage sound and lighting services for multiple municipal events across downtown Round Rock via Request for Quote (RFQ) No. 25-HF-01. The procurement covers comprehensive audio and lighting equipment and technical staff for six specific events, including the Round Rock Arts Festival, Beaujolais Nights, Music on Main (Fall and Spring), Hometown Halloween, and Hometown Holiday Music on Main. Vendors must have a minimum of 10 years of experience working with entertainers, comply with an 80-decibel sound limit, and be prepared for various weather conditions. The RFQ requires contractors to provide complete technical solutions, including audio mixers, speakers, microphones, lighting fixtures, and qualified audio engineers. The solicitation was released on July 10, 2025, with responses due by July 31, 2025, at 3:00 PM CST through the city's electronic bidding platform, Bonfire. The contract will take effect on September 1, 2025, and last for twelve months, with the city reserving the right to award to a single vendor, split the award, or use any combination that best serves its interests.

While no specific set-aside designations or enterprise restrictions were explicitly mentioned in the documents, the city appears open to competitive bidding from qualified vendors. The projected maximum annual spend is $100,000, with pricing to be submitted on a per-project basis. Previous bid tabulations from similar events show vendor quotes ranging from $3,800 to $50,000, depending on the specific event requirements. The city will provide power sources and a tent for sound and lighting control boards, and contractors are expected to cover all overhead and additional expenses. Three vendors have been involved in recent similar procurements, including Speaker Center Houston, Stereo Image AV, and OLICO Pro Audio, with pricing variations likely reflecting differences in equipment quality, service levels, and included features. The procurement allows for flexibility in contract execution, with the city able to purchase more or less than the indicated quantities.