HomeMy WebLinkAboutContract 37701-R1FIRST RENEWAL AND AMENDMENT OF CITY SECRETARY CONTRACT 37707
FOR BALLROOM RIGGING &AUDIO VISUAL PROVIDER FOR
THE FORT WORTH CONVENTION CENTER
This FIRST RENEWAL AND AMENDMENT OF CITY SECRETARY CONTRACT NO.
37707 ("First Renewal and Amendment") is made and entered into by and between the City of Fort Worth, a
home -rule municipal corporation of the State of Texas, acting by and through Susan Alanis, its duly
authorized Assistant City Manager, and J & S Audio Visual Communications, Inc., d/b/a J&S Audio Visual,
Inc., ("Contractor"), a Texas foI• profit corporation, acting by and through Kevin Jost, its duly authorized
Vice President.
WHEREAS, the Fort Worth Convention Center provides or makes available a multitude of services
to meet the needs of both tenants and users of the facility;
WHEREAS, ballroom rigging and audio visual services are an integral part of the success of the
FWCC;
WHEREAS, in October of 2008, the City entered into an agreement with J&S Audio Visual, Inc., to
be the exclusive provider for audio visual and rigging in the ballroom for exhibitors and facility users at the
Fort Worth Convention Center, the same being City Secretary Contract No. 37707 ("Contract");
WHEREAS, the Contract provided an initial five year term with three optional renewals for one-
year terms each;
WHEREAS, the initial term expires on September 30, 2013;
WHEREAS, the conditions for renewing the Contract have been fulfilled, and the parties wish to
continue in their relationship by exercising the first renewal option;
WHEREAS, the Contractor was previously incorrectly identified by its assumed name only - "J&S
Audio Visual, Inc.";
WHEREAS, the Contractor's true and correct legal name is "J & S Audio Visual Communications,
Inc., d/b/a J&S Audio Visual, Inc.";
WHEREAS, the parties wish to amend the Contractor's name to represent its true and correct legal
name, which is in no way intended to affect the rights, duties, and responsibilities of any party or modify any
substantive provisions of to the Contract and is intended only to clarify the true name of the Contractor.
NOW THEREFORE, the City and Contractor agree to renew and amend the Contract as follows:
1. Amendment. The following amendment shall be made to the Contract:
i. The Contractor's true and correct legal name shall be amended to read "J & S Audio
Visual Communications, Inc., d/b/a J&S Audio Visual, Inc." This name change shall in no
way affect the rights, duties, and responsibilities of any party to the Contract, this First
Renewal and Amendment, and/or any future amendment or renewal agreement then in
effect, and is intended only to clarify the true name of the Contractor, and is not intended to
affect or modify any substantive provision of the Contract. _
RECEIVED JIJL 10 21�13
AFFICIA4 ��TARY
CITY SECR
FT. !l�4RtRr T�
J & S Audio Visual Communications, Inc., d/b/a J&S Audio Visual, Inc. 1 of 2
2. Renewal. By execution of this First Renewal and Amendment, the City and Contractor
agree to renew and extend the Contract for a first renewal term of one (1) year, beginning on October
1, 2013 and ending on September 30, 2014 ("First Renewal Term").
3. All terms and provisions of the Contract shall remain in full force and effect during the First
Renewal Term unless specifically amended herein. All terms in this First Renewal and Amendment
that are capitalized but not defined shall have the meanings assigned to them in the Contract.
EXECUTED on this 1 / /��-day of �(,^ , 2013 in Tarrant County, Fort
Worth, Texas. i
CITY OF FORT WORTH
�� ��^n
By: Jam-- � l.�
.F..�Susan Alanis, Assistant C
ED:
K1rk Slaughter, Director
Public Events Department
APPROVED AS TO FORM AND
LEGALITY:
Tyler Wallachr/
Assistant City Attorney
ATTEST:
J'i�aYy � i�a`{ scv
City Secretary
M&C C-23060
Date: September 23 2008
Manager
J & S Audio Visual Communications, Inc.
d/b/a J&S Audio Visual, Inc.
By;
Jost, Vice President
OFFICIAI- R�'pRY
CITY SECR
p'1'. WORTH, TX
J & S Audio Visual Communications, Inc., d/b/a J&S Audio Visual, Inc. � „f�
M&C Review
Page 1 of 2
COUNCIL ACTION: Approved on 9/23/2008
Offiicial site of the City of Fort 4Voith, Texas
�'�'Ql`(
DATE: 9/23/2008 REFERENCE NO.: **C-23060 LOG NAME: 25J&S2008
CODE: C TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT: Authorization to Enter into a Contract with J&S Audio Visual, Inc., to Provide Ballroom
Rigging Services for Facility Users at the Fort Worth Convention Center
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to execute afive-year agreement with J&S Audio Visual, Inc., as the
exclusive provider of ballroom rigging services and preferred provider for audio visual services for
various public events, meetings and trade shows at the Fort Worth Convention Center; and
2. Authorize the agreement to begin October 1, 2008, and expire September 30, 2013, with options to
renew for three additional one-year periods.
DISCUSSION:
J&S Audio Visual, Inc., is recommended as the exclusive provider of ballroom rigging services and
preferred provider for audio visual services for various public events, meetings and trade shows
utilizing the Fort Worth Convention Center (FWCC) based on its overall commission structure, value
to the customer, and experience. J&S Audio Visual, Inc., is a national company with local offices and
has provided rigging and audio visual services for FWCC clients for many years, and is familiar with
the FWCC facility and its customers.
The FWCC hosts many events that require rigging and audio visual services. In an effort to protect
the City's investment in the ballroom rigging system and provide a higher level of customer service,
an RFP was issued to obtain exclusive ballroom rigging services with an option to serve as the in-
house audio visual service provider. J&S Audio Visual, Inc., will pay 30 percent of all gross receipts
for riggings services in the ballroom, meeting rooms, and exhibit space, and a commission of 40
percent of all gross receipts for audio visual equipment rentals. The FWCC estimates revenue to
exceed $100,000.00 in Fiscal Year 2008-2009.
The Request for Proposal was issued on June 4, 2008, and proposals were received on July 3, 2008,
from the following five companies: Alliance Audio Visual, Freeman, J&S Audio Visual, Inc., NPS, and
PSAV.
Proposals were evaluated based on the previous experience; general reputation for customer service
http://apps.cfwnet.org/council�acket/mc review.asp?ID=10314&councildate=9/23/2008 7/11/2013
M&C Review
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and value; financial condition; ability to begin operations on October 1, 2008; available resources;
and proposed commission structure. Based on the total point distribution of those measures, City
staff recommends awarding the contract to J&S Audio Visual Services, Inc.
RENEWAL OPTIONS -This agreement may be renewed for up to three successive one-year terms
at the City's option. This action does not require specific City Council approval.
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that the Public Events Department will be responsible for the collection
of funds due to the City under this agreement.
TO Fund/Account/Centers
GG01 443443 0252000 0.00
Submitted for City Manager's Office bv:
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
FROM Fund/Account/Centers
Tom Higgins (6575)
Kirk Slaughter (2501)
James Horner (2505)
http://apps. cfwnet. org/council�acket/mc_review. asp?ID=10314&councildate=9/23/2008
7/11/2013