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Consent

Brentwood City Commission Agenda

Meeting Date:	05/14/2018
Resolution 2018-34 - Approval of a Sound Production Services Contract with Innovative Precision Technology for the 2018 Summer Concert Series
Submitted by:	Deanna Lambert, Community Relations
Department:	Community Relations

Information

Subject

Resolution 2018-34 - Authorizing an Agreement with Innovative Precision Technology for Sound Production Services for the 2018 Brentwood Summer Concert Series at Crockett Park

Background

As part of the annual Summer Concert Series at Crockett Park, the City utilizes an audio production vendor to provide technical expertise and sound amplification systems for the performances. The previous audio production vendor has notified the City it will not be providing those services for the 2018 summer concerts.

To find a suitable replacement, a request for proposals (RFP) was emailed to several regional sound and lighting companies and the RFP notice was published in The Tennessean. Innovative Precision Technology, MACRO Productions, and Morris Lighting and Sound all submitted proposals. Upon receipt of the proposals, it was determined that Innovative Precision Technology meets the City's requirements at the most affordable cost. The company was the apparent lowest cost proposal at $2,230 per event, which includes $1,600 for equipment rental, $600 for two audio technicians, and $30 for transportation for a total of $15,610 for seven concerts.

This is the first significant increase in sound production cost since 1991 at which time the City of Brentwood paid $500 per event for the previous company. The City paid $750 per event in FY 2017. The two other proposers submitted per event quotes of $4,333.11 and $5,571.75.

See attached for more information for greater detail on rental equipment. Please contact the Community Relations Director if you have questions.

Staff Recommendation

Staff recommends approval of Resolution 2018-34, authorizing an agreement with with Innovative Precision Technology for Sound Production Services for the 2018 Brentwood Summer Concert Series at Crockett Park.

Fiscal Impact

Amount :	$15,610
Source of Funds:	Donations Held in Trust
Account Number:	615-41900-83158

Fiscal Impact:

The $15,610 proposal from Innovative Precision Technology represents an increase of $10,360 for audio production at the summer concerts. Of the $15,610, $11,150 will be spent for the May and June concerts in FY 2018, and $4,460 for the July and August concerts in FY 2019. Approximately 50% of the funding for the Summer Concert Series is provided by sponsorships, which are deposited into a Donations Held in Trust Account. The balance is provided by the General Fund, and is appropriated in the Community Relations Department's Special Events line item. Funding is available in the Donations Held in Trust Account for this purpose.

Attachments
Resolution 2018-34
Contract
Innovative Precision Technology proposal
Signed Resolution