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CONTROM N09:11!&11)1
FIRST RENEWAL AND,AME NDMENT 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 ONTI ACT NO.
377'II7 ("First Renewal and Amendment") is made and entered into by and between the City of Fort Worth, a
hone-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 for profit corporation, acting by and through Levin 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 Septe mber 3 01, 2013;
WHEREAS, the conditions for renewing the Contract have been fulfilled, and the parties wish to
contin ue 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.";
WHE REAS, 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:
I Amendment. The following amendment shall be made to the Contract:
i. The C'ontractor's true and correct legal nave shall be amended to,read ``J & S Audio
Visual Communications, Inc., d/bi/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 JUL 10 2013 IAL§tF
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J&s Audio visual Communications,,Inc.,,d /'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"'),.
1 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.
is, 1 2013 in Tarrant County, Fort
EXECUTEDonth* I—,,I.-Aayof 'A
Worth,,Texas,
CITY OF FORT WORTH J& S Audl*o VI'sual Comm uni"cations,Inc.
d/b/a J&S Audl"o Visual,Inc.
Opp
By: By:
fowrsusan Alanis, Assistant City Manager Kee Jost, Vice President
RECO QED:
E
Kir -a-v
k S, ughter,Director
Public Events Department
APPROVED AS TO FORM AND
LEGALITY-.
Tyler Wallachp�
Assistant City Attorney
t Fa
ry
ATTEST-
J
t
0000'r
3 VIA C
City Secretary
M&C C-23060
1
Date.- Se termer 23, 2008
Cily
OCItSTARY
J&S Audio Visual Comm uun i cations,Inc.,d/bi/a J&S Audio Visual,Inc. 2 of 2
M&C Review Page I oft
(_')'ff1'0a1 s;i'te of the;,,Dity of Fort Woilh,-rexas
Fou WORT11
L -00"ENDA
CITmay COUNCIm Ab
no MIM
COUNCIL ACTION,-, Approved on 9/23/2008
DATE,,- 9/23/2008 REFERENCE NO.: **C 230601 LOG NAME: 25 &x`2008'
CODE: C TYPE: CONSENT PUBLIC HEARING: NO
0
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 a five-year agreement with AS Audio Visua�l, 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 oin�e-year periods.
DISCUSSION:
J&S Audio Vis,uall, Inc., is recommended as the exclusive provider of ballroom rigging services and
preferred prowider for audio visual services for various public events, meetings and trade shows
utilizing the Fort Worth Convention Cennter(FWCC) based on its overall commission structure, value
to the customer, and experience. J&S, Audio Visua�l, 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 riggiin�g and audio visual services. In an effort to protect
the City's i'nvestment in the ballroom rigging system and provide a higher level of customer service,
an RFC"was issued to obtain exclusive ballroom rigging services w'ith 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 commissions of 40
percent of all gross receipts for audio visual equilpment rentals. The FWCC estimates revenue to
exceed $100,000.00 in Fiscal Year 200 2009.
The Request fore Proposal was issued on June 4,, 200,8, 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,-Happs.,cfwnet.org/counc'll
_packet/mc—revi ew.asp?I D=1013 14&counci I date 9/23/2008 7/11/2013
M&C Review Page 2 of 2
and value; financial condition; ability to begin operations on October 1, 2008; available resources;
f I I
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 OPTION'S - 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, INFORMATIONMERTIFICAT110N.-I
The Finance Director certifies that the Public Events Department will be responsible for the collection
of funds due to the City u,n�der this agreement.
TO Fund/Account/Centers FROM Fund/Account/Centers
GG01 443443 0252000
Submitted for Cwi!y Manager's Office by Tom Higgins (6575)
Orl*g,'linating Department Head.- Kirk Slaughter (2501)
A diIfIo aI Information Contact: James Horner (2505)
ATTACHMENTS
http,,-Happis.cfwjiet.or,g/counc"I iew-asp. 7/11/2013
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