HomeMy WebLinkAboutContract 28045t
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. CONTRACT � �'' � " ' : ' �
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BETWEEN THE
� CITY OF FORT W4RTH
� �1TY a�CR�`�"qR�f 7�
J�s AtrDro vrsu�., z�rc. �����ACT t�p a t l�'�
FOR
BALLROOM RIGGING & AUDIO VISUAL PROVIDER CONTRACT
'I`his cantract is rz�ade and entered into by and between the City of Fort 'VU'orth, a
home-nale municipal cozporation of the State af Texas, locaied within Tarrant and Denton.
Counties, (hexeinafte:r referred to as "City), acting by and through Joe Paniagua, ifis duly
authorized Assistant City Manager, and J&S Audio Visual, T�ic., (hereanafter ref�rred to
as "Contractor"), actin� by and through Marc Sariain, its duly authorized Genera.I
Manager, Tarran� County,
WITNES SETH:
�VHEREA�, the Fort Worth Convention Center prov'rdes or makes available a
multitude of services to meet the needs of both tenants and users of the facility'; and
WHEREAS, ballroom rigging and audio visual �ervices are an int�grat part of the
success of this the Fort Worth Convention Center; and
NOW THEREFORE, in consideraiion for the caven�nts and a�eement hereafter
set forth, the parties hereto agree as follows:
Term
1.1 The ini�ial term of this agreement sk�all be for three years from �he date of its
executioa un�e�s tarminated as hereinafter pxovided.
1.2 In,addition to the initial term hereof and at the sole discretian of the City, the City
and Contractar may renew the contraci annually for a one-yeax renewal, not to exceed
th�ee one-year options. City agrees to provide Cont�raciaz written notice of its request to
exercise an option p�riod na less than 120 calendar days prior to the end af the #hen
current te�m, subject to appro�al o�the City Council.
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I�. DE�CRIPTION OF SERVICES
2.?. Contractor shall perfornrz the follawing services, all cansistent with City's Request
for Proposal dated February 7, 2(}D2, hereinaft�r referred to as the "RFP", Contractor's
bid response dated Febnxa.�y 27, 2002, and the terms a£ fihis Contract. Tn the event of a
canflict between these documents, such conflicts shall t�� resoived as follows: the RFP
tak�s precedence over the Bid Respanse and this Contract, aud the Bid Response takes
precedence over this Cantract. Bath �he RFP at�d the Bid Response are incorporated
herein and made a part hereof fbr all purposes as if ihe had been copied herein verbatirn..
2.2 Coni-r'actor shall work- clasely with tk�e Director of the Department of Public
E�ents, or hislher designee, hereinafter referred to as "Director"), in the performance of
any and all rela�ed tasks required by the Director in order to fulfilZ tha intent of this
Cantract.
2.3 Contractar shail de�iver a�l data, reports and documents which result from its
services to khe Director in such form as described. in Section 5; Sco�e af Work and
Expectations cantained in fhe RFP.
2,4 Contractflr •�epresents that al1 of its employees and subcaniractors wha perform
services under ihis Conlxaci shall be qualified and campetent to perfoi-�n the se�vices
reyuired herein. Contractor agrees to replace any emplayee or subcontractor that the City,
in its reasonabte opinion, finds unacceptable.
III. PAYMENT FOR S�RVICES
3.1 Tn consideration oi the exclusive nature for ballroom rigging and preferred nature
for audio visual services of tivs Contract, Canbcactor agrees to pay tha City the payments
required ta b� paad �i�y ihe Contract Documents,
3.2 Payments shal� be made no later t�ian 30 days after t�e close of each month that
this Contract is in effact, including the Iast payment to be made at either terminafaon ar
expiration ofthis Contract.
3.3 Past due payments shall accrue interest at tha rate of twelve percent (12%) per
annum. Tn the event Ciiy is required to initiate litigation to collect any sums due
h�reunder, Coz�tractor agrees tp pay court costs and reasonable attorney fees.
IV. T1�YSURANCE REQUIREMENTS
4.I Cantrac�or shall procure, pay for, and maintain during the term of tl�.is Coniract,
with a company authprized to do busi�xess in thc State of Texas and acceptable to City,
tha rninimum insurance coverage contained in Attachmen.t `B to the RFP, and comply
with alI other requirements of said Attachment "B".
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V . INDEMNIFICATTON
S.1 CONTRACTOR DQ�S Fi�REBY COVENANT AND AGREE TO INDEMNIFY,
DEFEND, AND HOLD HARNII.,E55 TT� CIT'Y, ITS OFFICERS, SERVANTS AND EMPLOYEES FOR
ANY AND ALL CLAIMS OR SUITS FOR PRO�ERTY LpSS OR DAMAGE ANDIOR PERSONAL INNRY,
rNCT.UDII�iG DEATH, TO ANY AND ALL PERSONS, OF WHATSOBVER K1ND OR CHARACTER,
WHE'�'HER REAT. OR A�SERTED, ARISING OUT OF, TI� WORK AND SERVICES TO BE
PERFORM�D H�REUNDEA BY CON`�.ACTOR, ITS OFFICERS, AGENTS, EMPLOYEES, OR
SLiBCONTRACTORS, WHETHER OR NOT CAUSED, IN WHOLE O� I�' PART, BY THE ALLEG�D
NEGLTG�NCE OF THE OFFICERS, S�RVAN'�S, OR �MPLOYEES OF TH� CITY.
CONTRACTOR T.TKEWISE COVENANTS AND AGREES TO, AND DOES HEREBY, IIVDEMNIFY A1VD
HOLD HARMLESS CITY T�TtOM AND AGAINST ANY AND ALL 1NNRIEB, DAMAGE, L055 OR
DESTRUCTION TO PRQPERTY OF CITY DURING THE �PERFOl2MANCE OF ANY pF 7�� T'$RMS
AND CONDIT�ONS pF THI5 CONTRACT, WHETHER ARISING OUT OF IN WHOLE OR TN PART�
ANY AND ALL ALLEGED ACx'S �R OMIS5IOI�IS OF Or�ICL�`RS, OR EMPLOYEES OF CZTY.
VI. RIGHT OF REV�W AND AUDIT
b.l Contractar agrees that City sha,11, until the expiration o�' three (3} years after final
payment under this canixact is made to City, have access to a�d the rigl�t to examine and
photvcopy any directly pertinenf books, documents, papers and records of Contractor
irzvol�ving txansactions relating to this cantract. Contractor agrees that City shall have access
during narmal worldng hours to alI necessary Contractar facilities and shall be provided
adequate and appropriate workspace in ordex to canduct audits in compliance with the
provisions of this sec�ian, as well as Article VI. �
6.2 Coniractor further agxees to include in all its subcnntracts hereunder a provision to
the effect that the su6contractox agrees that City shall, un,til the expiration af three (3) years
after final payment under the subcon�ract, have acc�ss to and t�e right to e�amine any
directly pertinent books, documents, papers and shali be provided adequate and apprvpriate
wark space, in order to canduct audits in com�liance with the provisions of tlaz,s article
togeth�er wifh Article VI. City shall give fihe subco�sultant reasonable advance notice of
intended audi�s.
6.3 Contractor and subcontractor agree to photocopy such documents as may b�
r�quested by City. City agrees to reimburse Contractor andlar subcontractor for fihe cost of
copies at the rates as contained in the Texas Adminis�rative Code at �he tim� payrnent is
made,
VII. GIFT TO PUBLTC �ERVANT
7.1 City may terminate this Contract immediately xf Con�ractor has affered, conferred,
or agreed to confer any benefit upan a City employee or official t�,?t thP c";t-., p,��1n��� or
official is prahibite�. by Iaw from accepting.
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7.2. For purposes of this sect�on, "benefi�" means anything reasonably regarded as
pecuniary gain or pecuniary advantage, including bene�it to any other person in whose
we�far� fihe beneficiary has a direct or substaniial interest, bui does not include a
contribution a� expenditure made and report�d in accordance with law.
7.3. Notwithstanding any other legal remedies, City may require Contractor to remove
any af iis employees or subcontractors from the Project v�r�.o has violated the restrictions
of this sectian ar any similar state or federaI law, and obtain reimbwrseznent #�ar any
expenditures made to Contractor as a result of �he improper offer, agreement to confer, or
conferri.ng of a benefit to a City employee or official.
VIII. TERMIlVATION
S.1 City may tarminate t�us Contract �or its awn con�e�ience ar far cause in the eve�t
of a breach of this Contra.ct by Contractor, which breach is not cured witivn sixiy (60)
days after written notice: �ereof to Contractax, with the understanding that all services
being performed under this Coniract shall cease �tpo� the date specified in such notice. I�
fihe City tenninates this Contract far convenience pursua�t to this Sac�ion, the City s�.all pay
Con�ractor :for services actually and satisfactarily perform�d in. accordance herewith prior to
such termination, in accordance with a final staternent submitted by Contractor
documenting the perrformance of such wor�.
8.2 Cantractar shall not be entitled to lasi or anticipa#ed profits %n the event this
Contra�t is terminate�d as providea for herein or in the event that ihe City, in its sole
discretion, decides not to exercise any option peziod.
$.3 Upon termi.nation of this Contract or expiration, Coniractor shali not remove any
property or equipment vital to the service pravisian unti�:
8.3.1 the ownership of the property is determined; and
8.3.2 th� Fort Worth Convention Center has time io ��place or purchase the
property or equipment to maintain ihe abi�ity to provide the ballroom rigging
services cantemplated herein.
$.4 Upon meetiz�g the requirements of either 8.1.1 or S.i.2, Contractor at its sale
expense, shali remove fram the Fart Worth Conven�ion Center all equipment and material
which Contractor owns.
8.5 Contractor recoguizes that the services provided pursuant to ihis Contract are vital
to tlae City's efforts to provide ballroom rigging and audio vzsual sarvices; ihat continuity
thereof must be maintained ai a consistently higla level without interruption; tbat upon
expiration or earlie:r tezmination of this Contract a successor rnay confinue these services;
that any successor con�racfor shall need phase-in trazning; and that Contraotor must
J&S Audio Visual, Inc.
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eooperate in order to effect an arderl�r and e�£icient transition. Contractor shall cooperate
with a smooth, searnless transition and have a cooperative appr�ach. There shall be na
negative correspondence in �antractor's communi.cations to Licensees ar Exhibitors.
8.6 Contractor shall be required to provide phase-ou� services to its successor
contractor for up ta fhirty {30} days prior to Contract expiratian at na charge to the City.
Phase-out orientation shall compris� a minimuxr�. of 30 working days, 8 hours per day.
Qrientation may include system operatians procedures, record lceeping, reports, and
procurernent procedures, etc. Contractor sha11 be totally responsible for pxoviding the
services called for by the Contract during its Phase-out �eriod. City agrees to Work with
Contractor to �arevent disclosure of Contractor's brade secrets during the Phase-out perio�..
IX. N4NDISCRiMIl�TATION.
As a condition of this Contract, Contractot covenants that it wi�l take all neces�ary
actions to insure that in coz�nection with any work undet this Coniract, Contractor, its
�mployees and sul�cantractors, wzll not discriminate in the treaiment or emp�.oyment of
any individual or groups af individuals on the grouncZs of race, calor, religion, nanvnal
ar�gin, age, sex, ar handicap unre�ated to job per�on�ance, either d'zrectly, indirectly ox
thxough canixactual or other arrangements. Cantractar shall also comply with all
applicable xequire�ents of the Americans with D�sabili�ies Act, 42 U.S.C.A. §12I01-
12213, as amended. In this regard, Cantxactor shall keep, retain and safeguard all records
relating to this Contraci or work p�rformed hereunder for a minirmum period of thxee (3}
years from fi�a1 Contxact completion, with full access allawed to authorized City
representatives, upon reques#, far purposes of e�raluating compliance with this and other
pxovisians of the Contract. �
�. VEI�TCJ�
l 0.1 The obligations a� the parties to this Contract are performable in Taz7rant County,
Te�as, and if lega� action is necessary to enforce same, venue for any action arising under
the te:rms and conditians of this agreement shall Iie in the state courts located in Tarrant
County, Texas or the United States District Court for ihe Nort�aern Disirict o�' Texas, Fort
Worth Division.
10.2 This Contract shall be constrt�ed under the laws af kb.e state of Te�as. This
contract has be�n fully negotiated betwean the parties and any ambiguity contained herein
shall not be const7-ued adverseiy ta either party based upon which party may have written
fhe Contract.
XI. CONTRACT PERSO�IAL
11.1 This Cantract shall not �e assigned, transferred ar sublet without, in whole or in
part, wiihout the prior written consent of the City ar�d. any such attem�pt to assign, txansfer
or suhlet without the written con�ent of ihe City shall be v�id. This Contract shall be
a�s a,�d�, v;s�l, i�. �;'�` � � ';
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binding upon and inure to �he benefit of the partzes her�to and their resp�ctive hei�s,
executprs, administrators, successars a.ud, e�cept as otherwise provided in this Contract,
their assigns.
XII. NOTICE�
All notices, communications, and reports requi�ed or permitted undar this Contract shall
be pex'sonalZy delivered or sent via certified mail to the respective parties by daprasiting
same zn the United States mait, postage prepaad, at the addresses shown belaw, unless and
until �ither party is otherwise notified in wri.ting by the ather party, at the fallowing
addresses. Maiied nntices sha11 be deemea cammunicated as of ihe date oFreceipt.
If intended for CITY, to:
DIRECTOR
Public Ev�nts Depart�nent
Fort �Vorth Convention Center
111 ]. �Iaustan Street
Fort Worth, Texas 76142
Tf intended for CONTRACT�R, to:
GENERAL MANAGER
J&S Audio Visual Services
7435 Airport Freeway
Fort Worth, Texas 76118
XIII. �NDEPENDEI'�T CONTRACTOR
13.1 Contracfior shall perform all work and services hereunder as an independent
contractor and not as an officer, agent or employee of the City. Cantractar shall have
exclusive control o�`, and the exclusive right to con�roI, the details of th� wrork performed
hereunder and all persans perforrning same and shall be solely responsible for tr�e acts and
ornissions of its agents, employees and subcontractors. Nothing �erein sha1l be coz�stru�d as
creaiing a paz-t�iership or joint venture between the City and Contractor, its agents,
em�loyees and subcontractars; and the cloctrine of respondeai superiox shall have no
application as betw�en the City and Coniractor.
XN. MCSCELLANEOUS PROVISIQNS
1.4.1 In case any one or more of'the provisions contained in this Contract shal� for any
reason be held to be invalid, illegal, ar unenforaeable in any respect, such invalidity,
illegality, ax unenforceabi�ity shall not affect any other provisian ihereaf and this Contract
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shall be cansidered as if such invalid, ilZegal, or unenforceable provision had never been
cantained in this Confract.
14.2 This Contract may be executed zx� any nuxnber of counterparts, each of which shall
be deem�d an ariginal and consiitute one and the same instrume�nt.
14.3 The captions to the various clauses of this Contract are for informational purposes
only and shall nat alter the substance af the t�rms and canditians of this Cantract.
14.4 Timely performance by both �arties is essenii.al to this Contract. However, neither
party is Iiable for �elays or other faailures ta perform its obligation.s under t11is Contract to
the extent the delay or faiZnre is caused b� Force Majeure. Force Majeure rneaans fires,
floods, and other acts of God, explosions, war, terrorist acts, riots, court orders, and, the
acts af sugeriar governm�nt.a.� or military authoriiy or other sirnilar incidan�s outside the
cantr�ol of ihe parties tk�a� renders the perFormance of this Contract zmpossible. This relief
is not applica�Ie unless the a.ffect�d party does the following: uses due diligence ta
remove the effects of tbe Fozce Majeure as c�uickly as practicable; and pravides the athe:r
party with prompt writtez� notice of the caus� and its anticipated effect. The City m.ay
perform functions xtself ox contract tlzem out during periods of Force Majeure. Such
p�x�ormance is not a default or braacl� of this Contraci by ihe Czty. Tf the Force Ma�eure
cantinues more than sixty (60) days, the DirEcto� may terminate this Contract by giving
se�ren (7) days written notice to �he Contractor. In the evant the Gity tenminates the
Connact, pursuant tp this sectian, the City wi11 rei�mburse the Cantractor the balance of
any unamartized capital improvernents ma.de at the facxlity hy the Contractor, such
�eimination not b�ing based upan a defauli or breach of ih%s Coniract
14.5 COl'�TRA.CTOR WAIVES ANY CLAIM IT' MAY HAVE FOR FINANCT.AL
L�SSE,S OR OTHER DAMAGES RESULTING FRQM THE TERMIl�I'ATION.
Contractor is not relieved from performing its obligations under this Contract due to a
strike or work slowc�own of its employees. Contractor shall �mploy only fially tra.ined and
qualified personnel during a strike.
��4.6 This Contract, together with the Exhibits incorporated #herezn, embodi.cs the
complete agreement af the parties hereio, supersedu�g alI oral or written pravious and
contemporary agreements between the parties and relafiing to matters in this Confiract, and
except as oth�rwise provided herein cannot be madified withaut written ag�reement of the
parties ta be attached to and made a part of this Contracf.
EXECUTED ihis the
S&8 Audio Visual, Tnc.
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ATTE�T
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—' y Secr �ry '�
Approved as to form and legality
Davi ett, City Attorne
By� �U'`'' { l.l�'
Assistant C t� At�orney
ATTEST:
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CITY QF FORT WORTH
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CITY OF FORT WORTH
PURCHASING DI'�ZS�ON
Request For Proposals (RFP)
for
Ballroom Rigging Services
�'or fihe
�orf 1�lorth Convention Cenf�er
Reference RFP No. 02-4651
PRQP05AL SUBMISSION D�ADY,INE:
*���'�** THCiR5bAY, FEBRTJ�RY 2$ ,�002 AT 1:b0�M CEN'I'RAi. ST'ANDARD TIM� *****�*
NOLIITE PROPOSfILS' YVII,L BEACCEPTED
Pzto�eos�,s SxaLr. g� D��.rv��n To:
CITY OF FORT WORTH PURCHAS1NCr DIVISION
LOW�It LEVET.
1 OOa 'I'HROCKM012TON STREET
�OR'F WQRTH, TEXAS 761 O2
PROP05ALu� SHAl,T, $E MAII.ED TO:
GITY OF' FORT WORTH
PURCHASING DNISI�N
Po Bax 17Q27
k`QRT WORTH, TEXA,S 761Q2
NAM]G ANn ADnREsS OF CoMrA]vY
SUBMITTING PR�POSAL:
FDR ADDTTIONAL I1VI'ORMATION CONC�1tNING THIS
RFP P�,��s� Co�vr�.cT:
CA1tOLYN CROSS, BUYER
(8I7) $71-8321 e-M.au. CnossC�cr.raxr-woxrf�.�r•x.os
�****�x**�x�*�*****�x***:�*��**�***�*******��*�**�
:�����xx�**
�REaPiZO�OSAL CONF�R�NCE
Thuzsday, February 1�, 2002
2:OD p.rn. in room W104 at the Fort Worth
Convention Center, 1111 Houston St.
Cflntact Person:
Phone: ( 1
Signature:
Pri�nted Natne:
Fax: ( )
CtTY OF I�ORT I,�DR7H
�2EQUEST FOR �ALLRO�M RIGGING S�RVICES
��RT WpRiH COI�V�iVTION C�NT�R
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Public Events Department
Fort �orth �onvention Center
�.e���st �'�� P�o��s�.�
Rx�ging Servi,ces in the Ba�lroom
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GI'TY OF �ORT WORTM
REQUEST �'OR �ALLROOM RlGGING SERVICES
�DRT �IIORTH CONV�NYION CENI'ER
Table of Contents
Section I - Defirutions
Section II - Invitation
Page Number
............... ........... 3
........................... 4
Section III - Background and Facility Information ........................................................... 5
5ection N- Solicitatian Process ........................................................................................... 6
5ectionV- Scope of ServicEs .......................................................................�...................... 7
5.10 - Description of Agreement ............................................................................ 7
5.11- Contractors Exclusive Rights ............ .......................................................... 7
512 - Limitations to �ontractor's Exclusivity ...................................................... 7
5.13 - In-House Audzo-Visual Services Option ...................................................... 7
5.14 - T�rms af Agreement ..................................................................................... 7
5.14 - Payments ia FWCC ....................................................................................... 7
5.15 - Contractarc's Staff ! Employees ................................................................... 8
5.I6 - Contractor's Responsib�lities ....................................................................... 8
Sectfon VI - Spe�ifleations and Dimensions .......................................
6.10 - Room Dimensions ...........................................................
6.1 Z - Roam Capacities ....................................................a.........
G.12 Ceiling Height and Limitations .....................................
Sectian VII - Praposal Instructian ........................................................
'7.10 - Complianc� vvith the RFP .................................................
7.11- Acknowledgement of Insurance Requirements...
7.12 - EvaIuation of Proposals ...........................................
7.1.3 - Ambiguity, Conflict of Other Errors in th� RFP ..
7.1� - Propasais and Presentation Casts ..........................
7.15 Rejection of Proposais ........................... ..................
7.16 - Acceptance of Proposals ..........................................
7.17 - Requests for Clarifications ofProposals ................
7 1$ Valiclit of Pro sals
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... ......................11
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5ection VIII - Proposal Conten�s and Ret�uirements ......................................................13
Section IX - Selection of Propasals ............................................................. ......................14
Attachmen� A Diagrrams ........................................... .................................................:.....15
Attachment B - Insurance Requirements .........................................................................19
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Section I - Definit�ons:
1.1
1.2
�ITY OF �ORT iNDRTH
FiEQUEST FOR �ALLRO�M rRIGGiNG SERVICES
�OR'i 1�I�OR7H CONVENTlON CENTEFi
A�reeznent The legal document executed between the Cflntractar and
the City of �art Wnrth for the rigging s�rvice provided in th� Ballroom.
Ballroom The new 3Q,QQfl sq. ft. space Iocated at the Fort Worth
Conventian Center.
1.3 Citv The City of Fart Worth.
1.4
1.5
1.fi
Contr�ctor The company selected by fihe City to prnvide the serviee set
forth herein.
Convention Center Also referred to as Fort Worth Conv�ntian Center and
"FWCC." The facility located at 1111 Houston Street in Fort Woz-�h Texas.
Direetor Sha11 refer to the Public Events Director of the Fari Worth
Convention Center.
1.T Adiusted Gross Receipts Refers to the total amnunt of money received
by Contractor or any agent or empIoyee of Con�ractor for ail services
rendered at the Convention Center under the terms af this Agreement,
exciuding sales taaces collected by Contractor Qr in the event af
prepayment of sales t�es, excluding any amaunts sa prepaid by
Contractor.
1,8 Proposal Refers ta this RFP and any additiflnal dacuments related to
the prnposal or the Agreem�nt.
1.9 Proposer Shall refer ta any qualified person c�r endty submitting a
propasal to provide the services as defined by and in accordance with this
RFP.
1.1Q Reauest �'or Proposal Also referred to as "RFP." This document.
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CITY OF �ORT WORTH
�.EQUEST FOR �ALLROOM �IGGIHG SERVIC�S
V�OF2T WQR7H �ONVENTIDN CENTER
� Section II: Invitation
The Fort Worth Conventfan Center, a City of Fort Worth owned and
operated facili�y, is se�king proposals from praspective canirac�ars to
serve as the preferred provider of all rigging services in the new
Conv�ntion Center Ballroom. The City wil� consider inc�uding non-
exclusive, in-house audio-visual services for �he Fort Worth Conventian
Center as part of the agreement. The successful. candidate will enter inta a
written agreement with the Fort Wor�h Gonven�ion Center to provide
exclusive rigging services for various public events, meetings and trade
shows utiIizing the Ballroom. The terms of this Agreement wi1l be for (3}
three years, commencing on ar about Apri1 15, 20D2 and may be
terminated by the City at any time without penalty or cause. At the soIe
discretion of the City, a rrenewal optian of (3) three one (1) year extensions
after the initial. terrn will be considered. Options will be exerczsed no later
than 120 days prior t� th� expiration of the term thaY is in effec�.
Respondents must demonstrate capability and experience in providing
rigging services.
2.1 One (1) original and three (3} reproducible capies of the sealed proposa�,
marked "RFP-Ballroom Riggang Services - Fort VLJorth Con�entian
Center" will be accepted until February 28, Z002 @ 1,Q0 FM. Responses
r�ceived after the abave date and time will not be considered. It is the
Proposers' duiy to rnake sure �hat the responses are received by the City
prior to the stated deadline.
Purchasing Of�'ice
City of Fort Warth
lODD Throckmorton
Fort Worth, TX 76102
2.2 A pre-subrr�tta.l conference wilY be condueted on Thursday, February I4,
2Q02 at 2 o'clack pm in W�04 at the Fort Worth Convention Center to
answer questions regardfng the proposal requirements. A11 prospective
Propnsers are encouraged ta attend. Non-attendance on the part of a
Propaser shall nat relieve the Prop�ser of any respflnsibility for adherence
to provisions of this proposal package or any addenda thareto.
2.3 Respanses must be in 8�/z" by 11" format. Any materia�s �hat are Iarger
than this size should be falded to fit into the 8'/z" by 11" %rmat. Proposals
CITY �F �ORT WORTH
F��QUEST FOR �A�LLROOM rI�IGGING S�RVICES
�ORT VI��R7H CONVENTION GEN7ER
must inc�ude at least the reques�ed information, The City reserves the
right to request additional in#'ortnation d�ring the RFP review period.
2.4 The outiside of the package should be clearly marked wit� the fallowing:
"RFP Response-Ballranm Rigging S�rvices Due by 1:00 p.m. February 28,
2002".
2.5 RE51'ONSES THAT ARE NOT SUBMITTED IN A SEALED ENVELOPE
OR C�NTAINER VLIILL NOT BE CONSIDERED. TELEGRAPHIC OR
FACSIMILE RESPONSES WILL NOT BE ACCEPTED.
2.6 Proposers should carefully examim.e all documents and attachments
relaied to �iis propasal and follow ali instructions far submitting the
proposal. Questions regarding the required procedure for the submittal of
�propasals shaIl be submitted �n writing or by FAX ta Mr. Ja�nes Horner at
(817) Z12-2756. Responses to quesiions will be provided in writing ta a�l
known part�cipants. QuestiQns should be submatted by February 19�, 2002
to ensure a timely Respar�se.
2.7 All proposals must be signed hy individua�.{s) who are legally authorized
to bind the Praposer to the informatian contained within eaeh proposal.
2.8 All propasa�s must be typewrztten and neatly presented. A qualifying
proposal will cnntain Iegible and concise in�ormafion.
3 Section iII: Back�round and Facilitv Information:
3.1 The �ort Warth Convention Center is a multi-purpose facility whose goal
is to �nhance econornic development of the downtown busin�ss district by
developing a convention center of appropria�e size and characteristic to
capture potential mar�Cet events. A two-phased, $70 millionf expansion
project is in progress.
3.2 Phase I af the Expansion Froject, scheduled far completion in Spring 20�2,
will expand exhibxt hall space by approximately a7,000 square feet; and
add approximately 12,000 square fe�t of inee�ing rooms and a 30,000
square foot BalZroom. The Grand South Entry will b� ac�jacent to the
beautiful Fort Worth Water Gardens and Plaza.
CITY OF �ORT I�ORTH
Ct'EQU�ST FOR �ALLROOM R.IGGiNG S�RVICES
FORT WORiN CONVENTfOM �ENTER
3.3 Phase II af the Expansian Project, scheduled for completiQn in Spring
2003, will add appro�imately 20,�Oa square feet of additional exhibit
space, approxima�ely � 8,000 square f�et of additional meeting space and
modernize the existing 100,000 square feet of exhi.bi� space.
3.4 In Fiscal �ear 98-99 & 99-00, prior to construc�ion, the Fort Worth
ConVen�ion Cent�r hosted over 300 events that resulted in over 1,D00 use
days and attracted vver 1,100,000 people to �he do�ntown area each year.
During FY98-99, 38 state and national conventions; 15 trade sho�vs and 58
consurn�rr shows utilizeci the facilities. During FY99-00, 29 state and
national conventions, 10 trade shaws and 35 c�nsumer shows utilized the
faciIiti�s.
2.9 It is anticipated that th� numbez' of events wi�l significantly increase upon
the c�mpletifln of the expansion project.
2.10 Tneluded in this R�quest For Proposa� as Attachmen� "A" are d'zagrams �f
the new fac�.lity. To request a copy be mailed of the entire facility
brochure, �alease ca11 Betty Tanner C 817-2�2-2502 (emai�: tannerb@ci.fart-
worth.tx.us}.
4 Secti.on rV: Solxcitation Process,
4.1 The foll�wing projected timetable shouId be used as a working guide for
planning purposes. It is th� goal of the Fort Worth Conuention Center for
the Ballraam Riggu�g Services Cantractor to be in place when Phase I
op�ns in Spring 2002. The City of Fart Worth reserves ihe right to adjust
the timetable as required during th� course of the RFP Pracess:
a Issue RFP, February 8, 2002
a Pre-Proposal Conference and 5ite Visit -February 14, 2002 @ 2:Oflp.m.
n Respanses due, February 28, 2002 C 1:OOp.m.
❑ Qral Presentations/Znterviews (zf necessary), March 7, 2002
❑ �inal Evaluation & N�goiiatiQn, March $-11, 20Q2
o Recammendations to the City Council {Pre-Cauncil/EDC), March 26,
2002
❑ Approval of Agreement by �he City Council, ApriZ 2 or 9, 20�2
a Cantract Execution, Apri13 ar 1Q, 2Q02
�17Y O� �Oi�i WORTH
REQUEST FDR �ALLRODM RfGGiNG SERVICES
FORT IlVORTH CONVENTfON CENTER
o Ballroam Rigging Services Implert7ented, April ].5 ar 22, 2002
� Sect�on V: Scope of 5ervices:
5.10 This agreemen.t is for the exclusive rights to rigging services in the Fort
Worth Canvention Center Bailraam. The Contractor wil� have exclusive
rights ta a� rigging points inside the F�VCC Ballroom {only}. However,
the Director reserves the right to waive the e�zclusivity of thzs agreement
for an event of overriding importance to the City or FWCC.
5.1 i Contractor's Exclusive Rights: The Contraetor shalI have exclusive
"rigging" rxghts in the �'ort War�h Canvention Center Ballroom.
Contractor wiIl have exclusive rights tn use the 133 rigging points that
have been established in the FV`iCC Ballroom for rigging purposes.
Contractar shall have the exclusiv� right to supply the steel cabling, in
addit�on ta the right to supply the labor to hang ften�s from �he 133 points
that axe contained within the Ballroom. Contractor shall have the
exclusive right to refuse to connect a haist, truss or other equipmen� that
exceeds the building specifications or that the Contractor �ieems to be
unsafe.
5,12 Lunitations to Contractor's Exclusivi�y: The Contractor may supply, but
wil.l not have the "exclusive" rig�t to supply, chain hoists, trusses or other
equipment used ta conneet to a point. The Cantractor may assembie, but
will not have the "exclusive" right to assemble, the objects suspended
from the pQints.
5.13 In-House Audio-Visual Seruices Option: If exercised, the contrac�or wi11
serve as the in-house provider Qf auclia-visual serviees for the entire
facility. These services will l�e non-exclusive.
5.14 Terms of Agreement: The terms of this Agreement will be for (3) Three
years, commencing on or about April 15, 2002 and may be termi.nated by
the City at any time without penalty or cause, At the sole discretion a� the
City, there will be {3� three or�e {1) year extensions to this Agreement.
Optinns �vili be exercised r�o Iater than 120 days prior to the expiration of
the term that is an effect.
5.15 Payments to �`WCC
C�TY OF �OR7 WORTH
R.EQUEST FOR �ALLROOM �IGGItVG �ERVICES
FORT L�I�ORTH CONVENTION C�NTER
5.15. ]. The exclusive rigging service Contractor shall pay to FWCC, on a
regular monthly basis, a percentage o� adjusted gross rece�pts
generated frnm such rigging services.
5.15.2 If the Audio-Visual Services Option is exercised, the Cont�ractor
sha11 pay to FWCC, on a regular month�y basis, a percentage of
adjusted gross receipts generated frorn such audio-visual services.
5.15,3 Duri.ng the terrn of this agreement, the exclusive rigging Contractor
sha�l submit to FWCC on or before the 10� of each month an
accounting of operations during the previous calendar mon�h.
Along witk� this accounting, the Contractar shall pay % of all
adjus�ed g:ross receipts for the previous calendar month.
5.16 Contractor's Staff / E�nployees: The Contractor shail employ and
compensate his own employees. Contractor's employees shall be neat and
cl.ean in appearance and courteous tawards the patrons, public and fellow
employees. Contractor's employees will have Iimited access to the
building thraugh designated entrances/exits during events. Any such
emp2oyees observed in the facility at events which they are not working,
will be asked to Ieave at the discretion of the Director or his assignees.
The Director reserves the right to forbid th� empl�yment of any
individuai considered unsa�sfactory or that does not represent
themselves in a manner acceptable by �e facilzty.
5.17 Contractar's Responsibilities
5.17'.1 The Cantractor and his assigne�� shall adhere to all faci�ity
regulations established by the Director.
�. I7.2 Contractor must, at his own expense, obtain and keep in force
during the period of th� agreement alI permits and li.censes
required by all laws and regulations of the State of Texas, County
of Tarrant and the City of_Fort Wor�h.
5.1.7.3 Contractor shall call�ct and prornp�y disperse aI1 taxes required by
Federal, State and Iacal authorities and shall pay any app�icabl�
taxes relating t� operatzons at the faci7ity.
5.17.4 Contraciar shall maintain all records / invoices �tc. regarding
operatians at the faczlity. The Direct�r may pres�ribe the form of
records to be kept by the Contractor in accordance with thzs
provision. Contractar shall on r�asonable demand, make available
CITY flF �ORT I�VORiH
R�QIlEST FOR �ALLROOM RIGGING S�RVICES
FORT WURTH COIUVENTION �EHiER
ta Directorr $�� L'@COTC�S, �JODICS O� c1CC0Uri�S BTIC� 5t1tE111B11CS
maintained with respect ta operatians at the facility.
5.17.5 Contractor sha11 also permit designated agents �f the Dixector to
make periodic inspectians of the aperations nf the Contractor as it
relates to vuork in the facility.
5.1'i.6 Contractor shall supply all man lifts ar o�er equipment �hat may
t�e needed to fulfill the scope of services contained herein.
fi Section VI: Speei.fica�ions and Dimensions:
6.10 Raom Dianensions: The Convention Center Ballraom wi�l consist Qf 30,Q00
square feet af column free space. The Ba]Xroom will be Iocated on th�
second floar �f the Phase I portion of the new space. Th� lobby of the
Ballroam will overlook the V�Iater Gardens and the Grand Lobby
downstairs. The new Ballroom will be divisible into three sections by
floar to ceiling movable air wa11s:
Sallraom A= 9,Q00 sq. ft. (12S' x 63')
Ballroom B= 12,ODQ sq. ft. �128' x 90')
Ballroom C� 9,OOQ sq. ft. (128' x 64�')
Bal�room A, B and C= 30,000 sq, ft, (128' x 220')
6.11 Raam Capaci�ies: The Ballroozn, when completed (Spring ZOOZ) will be
the largest Ballroom in the City of Fort Worth. The maximum capacity of
the Ballraom will t�e as follaws:
Banque� Style (S' rounds} = 1,656 people
Classroom 5tyle (�8" tables) = 2,00$ people
Theater Style � 2,81fi people
6.] 2 Ceiling Height and Limitati�ns: The ceili�g heighi of the new Ballraom
will be 23' to the lowest structure. The ceiling will consist af (4) four
layers o� suspendec-1 stars that are hung at varriaus heights throughout the
� Ballroom, Becaus�e of the costly decorative s�ructures in the Ballroom
ceiling, FWCC personnel and the Contractar wi11 be the ONLY peaple
allawed ta access the ceiiing for rigging purposes.
io
CiTY OF �ORT F�ORTH
REQUFST FOR BAiLROQM �IGGING �ERVICES
�ORT WOR7ii C�NV�NTION CENTER
- ,= J
6.13 The maximum weight af any structure secured �o the ceiling will be 1,500
paunds per rigging point. The 133 rigging paints have been established in
the Ballraom and are th� only areas where items maybe suspended from
the cezling due to the multipie Iayers of stars. '
7 Section VII: Proposal Insfiructions
7.10 Compliance with the RFP. Proposa�s must be in strict compliance with
this Request for Proposals. Failure to camply with all provisions of the
Rk'P shall resuXt zn disquaIification.
7.I 1 Acknowled�ement of Insurance Rec�uirements; By signi�ng i�s proposal,
Proposer acknowledges that it has read and understands the insurance
requirements �or the praposal. Proposer also ur�derstands that the
�vidence of required insuranee mtzst be submitted within fifteen (15) days
following approval of Agreement by the City Council; otherwise, the City
of Fort Worth may rescind its acceptance of the, Contractor's proposal.
The insu�ance rec�uirem�nts are attached as Attachrnent "B".
7.12 Evaluatian of Proposals.
7.12,1 The City of �'ort Worth will examine praposals ta eliminate those,
which are clearly non-responsive to the stated rec�t�ixements.
Therefore, Cantracto:rs should exercise particulax care in reviewing
the �'ropasal Format required fQr this RFP.
7.12.2 The detailed evaluation that follows the inztial examinatian may
result in mar� than one finalist. At this point, the City aF Fort
Worth may request pres�n�ations by Contractors, and carry out
negotiations for the purpose of obtai.ning best and finai affers.
7. Z 2.3 The City of Fort Worth reserves the right to withdraw tYiis RFP at
any time and far any r�ason and to issue such clarifica�ions,
modificaiions, and/or amendmenis, as it rnay de�m appropriaie.
7.12.4 Receipt nf a proposal by the City of Fort VV'oxth or a submi.ssion of a
proposa� to the Czty of Fart Worth confers no rights upon th�
Contractor nor obligates th� Czty of Fort Worth in any way.
7.12.5 The City of Fort Worth reserves the right to waive minor
irregularities in propnsals, provided that such action is in the best
interest of the City of Fart VL7orth. Any such waiver sha11 nat
modify any remaining RFP requirements ar excuse the Cantractor
I1
CITY OF FOR'i WORTH
REQUEST FOR �ALLROOM FiIGGING SERVlCES
I�ORT WORTIi COHVENTION C�NT�R
_.., �
from full complzance with the RFP specificatians and other contract
requirements if the Contractor is awarded the Contract.
7.13 Amhi�uitv, Conflict or Other Errors in the RFP
7.13.1 Tf a Contractor discovexs any ambiguity, cor�flict, diserepancy,
omissian or other error in the Request far Praposal, it sha11
immediately notify the Ci.ty oi Fort V�1'orth af such error in writing
and request modification ar clarification o� fhe document. Tf�e City
of Fort Worth will �nake madifications by zssuing a written revision
and wi11 give written notice to all parties w�a have receiv�d tr�is
RFP from the City of �'art Worth.
7.13.2 The Contractar is respansible for elarifying any ambiguity, conflict,
discrepancy, omission or other error in the RFP priar to submitting
the pro�osal or it shall be waived.
7.14 Proposals and Presentation Costs. -- The City of �'ort Worth wiIl not be
liable in any way for any costs incurred by arry Proposer in the
preparation of its prflposal in respanse to thzs RFP, nor fox the
presentation of its propasal and/or participafion in any dxscussions or
negot�ations.
7.15 Reiec�ion of Proraosals. -- The City af Fort Worth reserves the right to
accept or re�ect in whole or in part any or all praposals submitted. The
City of Fort shall reject the praposal of any Cantractor ihat is determined
to be non-responsive. The unreasonable failure o� a Contractor to
promptly supply infarmation in connec�ian with respect ta responsibi]ity
may be grQunds far a determination of non-responsibility.
7.16 Acceptance of Prflposals. -- The City of For� Worth sha�l aecept all
proposals that are submitted properly, However, th,e City ai Fort'L1Vor�h
resezves �the right to request clarificatians nr eorrectians to proposals.
7.17 Reauests far Clarifications of Proposals, -- Requests by the City of Fort
Worth for clarificatiQn af proposals shall be in writing. A request far
clariifcatinn shall not allow for the alteration of a Proposer's pricing
information contafned in zts cost proposa�.
7.18 Validitv of Pro�asals.
12
GITY OF FORT WORTH
�EQIiEST' F�R �ALLR�OI'iA �IGGING SERVIC�S
��R7 �IIIORTW ��NVENi'ION C�NTER
7.18.1 All proposals shall �ie valid for a pe�iod of 18D days calendar days
frorn the submissian date.
7.18.2 Tf a Praposer does nat desire proprietary information in the
proposal to l�e disclosed, it is required ta identify a1� proprietary
in�armation in the proposaL This identification �rill be done by
individual�y marking with t�e wards "Proprietary information" on
each page which such proprietary inforrnatic�n is �ound. If the
Propos�r fails ta identify prnprietary informaiian, it agrees, tiy
submission of the propasal, that those sections shall be deerned
non-proprietazy and made availab�e upon public request.
7.18.3 Proposers are advised that the eonfidentiality of their proposa�s
wi�l be protected by the City to the extent permitted by Iaw.
ProposErs are advised to consider �he implications of the Texas
Open Records Act, particularly after the proposal process has
ceased and the contract has beer� awarded. Whi1e there is provision
in ih� Te�as Open Recards Act to protect proprietary information,
particularly under 5ection 3(9) and Section 3(1Q) of this Act, where
ihe Proposer can meet certafn e`ridentia�y standards, please be
advised that a det�rmination on whefiher thflse standards have
been rnet �i�l nat he decided by th� Purchasing Division of the
City of �'ort Worth, but by the Office of the Attorney G�neral of the
State of Texas.
7.19 The City sha11 provide the release of a11 public information concerning the
pro�eci, including selection announcements and contract awards. Thase
desirin� tc� release informaiion to the public must receive prior writ�en
appraval from an author:�z�d representative of khe City.
7.20 I`�Teither the Cxty nor any of its officers, agents, cansultants or empinyees
shall be responsih�e for the accuracy of any information provxded as part
of this RFP. A11 Proposers are encouraged to independent�y veri.Fy the
accuracy of any information provided. The use of any of this information
in the preparation of a Response ta the RFP is at the sole risk of Proposer.
7.21 The Proposer shall not collude in any r�anner or engage in any praetices
with any flther Propnser{s}, which may res�rict �r eliminate competi�ion or
otherwise resfrain trade. Violation of Yhis instruction wiil caus� the City to
reject the Gontractnr's submittal. This prohibi�ion is not �ntended to
pr�clude jnint ventures or subcontracts.
13
�ITY OF FORT 1�ORTH
REQUEST F�R �ALLROOM �IGGING �ERVICES
�ORT W�R7H GONV�NTiON C�NTER
- �
7.22 A11 Responses submitted rnust l�e the original work product af the
respondent. The copying, paraphrasing or ather use of substantial
portions of the work product of another respondent is not permitted.
Failure to adhere to this inst.ruction wili result in the rejection of the
Respanse.
8 Seciion VIII: Pxo�posal Contents and Re�uirements
8.10 Befare submitting a proposal, each Proposer shall make all investigations
and examinations n�cessary to ascextain conditions and requirements
affecting operation of �he proposed rigging service. Failure to make such
investigations and examuiations sha11 n�t relieve tkze successful Praposer
from the obligatian to comply, in every detail, with all pr�visions and
requirements of the contract documents nor shall it be a basis for any
claim �rvhatsoever far alteratian in any term of or payment required by the
agreem�nt.
8.11 The items listed below sha11 be suhnvitted with each praposal and should
be submitted in the order shown. Failure by a Contractor to include all
listed items rnay result in the rejection of its proposal. A11 reports, charts,
schedules, or ofiher appended docum�ntation to any proposai, content of
basic proposal, ar contracts and any respons�s, inqwiries, carrespondence,
and related material submitted by Contractor shalX became property ai the
City of Fort Worth upon receipt
8.12 Each Proposer should s�bmit, as a minimum, the following information:
8.12.1 Company name and address.
8.12.2 A listing of other facilities wh�re the Proposer has done simila�r
work.
8.12.3 Copies of any letters of comm�ndation Praposer has received from
previous clients.
8.12.4 Provide a listing of Proposer's staff and their related rigging
exper�ence. If Proposing to serve as thc in-house audia-visual
service provider, include staff and exp�rience related to audio-
vzsual s�rvices.
I4
GITY O� �ORT �ORTH
RE4UES7 FOR �ALLR�OAfI RIGGING SERVIG�S
��R'i WOR'CH CO�IVENTf�M C�IV'f�R
8.12.5 Statement indicatit2g �roposer's ab�lity to begin providing riggirxg
services {and audio-visuaI services :� proposing this op�ion) to the
BaIlrQom no later than Apri115, 20Q2.
8.12.6 An opera�ional plan outIining Proposer's recommended rates and
charges for rig�ing services in the Fort Worth Convention Cent�r
Ballroom. If Proposing to serve as the in-house audio-vis�al
service provider, include recommended rates and charges %r
audio-visual serviees.
8.1.2.7 Commis5ion that the propose:r wi�l pay to th� Fort WQrfih
Conventxan Center for rigging services {and a�tdio-visual services if
th3s option zs proposed) .
9 Section �: Selection of Proposals
9,10 The s�ccess�'uY Proposer wfll lae chosen based upon, 6ut not limited to, the
following criteria:
9.10.1 Previous experxence in rigging at other similar facilities. {3a°f�)
9.1Q:2 Proposer's general reputation fox perfarmance and customer
service. {25°Io}
9.1D.3 Propaser's financial c�ndiiion. {15°l0)
9.10.4 Ability to begin no la�er than the requested cornmencement date of
the contract. (l.5%}
9.IQ.5 Praposer's resources available ta provide Ballroom rigging services
to FWCC cIie�ts. {15%)
ts
�iry o� FoRT 11vo��H
R�(�U�ST FOR �AL�ROOM RIGGING ��RVEC�S
FOR�'I�OR7H CONV�NTIO�i C�NT�R
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CONVENTION CC[VTr[�
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�'�Ql1EST F�R �AL.LROOM �:IGGWG SERI�IC�5
�QRT WQRTH ��I�V�NTIaN CE�lTER
Attachmeni "B"
BASIG INSURANCE REQUIR�MENTS
The con�racior sha11 procure and maintain at all tirnes, in fiill force and effect, a policy or policies
of insurance to provide the types and lirnits o�Fcoverage specified �erein.
l.. Commercial Ge�eral Liability {CG�) Insurance Pa�icy
$1,Q0�,000 each occurrence
$2,Ofl0,OQQ aggregate limii
2. Automobile Liability Insurance �olicy
$1,Op0,000 �ach accident on a combined singl� limit basis
ar
$250,Q�a Properiy Damage
$SUO,Qaa Bodiiy Injury per person per occurrence
A coznmercia� busiriess policy shaIl provide coverage an "Any Auto", defzned as autos
owned, hired and nan-owned.
Workers' Compens�tion Insurance Policy
Statutory lirnits
Employer's liability
$IOQ,000 Each a.ccidentioccunence
$IQ0,000 Disease - pex each em�loyee
$SQ0,000 Disease - policy limit
Grener� I�suarance Requirements:
a. The City, its off�cials, employees, agents a,nd o�ficers shal� be endorsed as an
"Additional Insured" to ail palicies ��cept Employers Liability coverage under ihe
Operatnr's Warkers Comp�nsatxon policy.
b. A11 poli�ies sha11 be written on an occurrence basis. If insurance policies are not
written fnr specified coverage limits, an Umbrella ox E�cess Liability insuran�e for
any differences is required. Excess Liability shall follow farm of �lic primaxy
cowerage.
c. AXl policies sha11 be written by an insurer, with an AW Viu or better rating �y the mo�t
current version of the A. M. Best Key R.a.ting Guide or with such other financially
sound insurance caxriers accepiab�e to the City.
20
CIiY OF ��RT V�IORTH
REQU�ST FOR �ALLROOM RIGGlNG ��RV�CES
I�ORT �IVORTM CONVENTION ��NTER
d. Deductihles shail be listed on the CerY.i�cate of Insurance a.rid shall be on a"per
occwrrence" basis unless otherwise stipulated hexein
e. If cover�.ge is underw�ritten on a claims-made basis, the retroactive date shall be
coi.ncident with or prior to the date of the cantractual agreement and the certi�cate of
in�urance shali state that P1�.e coverage is claims-made and the reiroactive data. The
insurance coverage shall be mazn.#ained for the duration of the contractual agreement
and for five (S) years following completion of the service provided under the
cantractual agreement or fox the warranty pexiod, whichever is longer. An annual
eerti�cate o�insurance submitted to the City shal� evidence such insurar�ce coverage
f. Certif"icates of Insurance shall be delivered to t�e City of Fort Worth, 100fl
Throckmorton Street, Fort wortla, Texas 751 Q2, evidencing all the required coverages,
inciuding e�dorsements.
g. The deductible ar self-insured reten�ion (5IR) affecting requ�ixed insurance coverage
shaIl be acceptable to �he Risk Max�ager Qf the City of Fort Warth in regards io asset
value and siockholders' equity. In lieu af t�aditional insurance, alternative coverage
maintained through in,surance po41s or risk retention groups must also be approved.
h. AlZ policies sha�l be endorsed with a waiver of subrogation providing rights of
recovery in �avor of the City. •
i. Any failuz�e on part of the City to request required insurance c�ocument.�iion shall not
constitute a waiver of the insurance requirement specified herein.
j. The City sha�i be entitled, upon request and without expense, tn receive certified
copies of policies and endorsements �hereto and may ma�ce any reasonable r�quests
far del�tian or revision or mddifications nf particula�r policy terms, conditions,
limitations, or axclusions except vvhere policy pxovisions are established by law ar
regulations bizzding upon eitb.er of parry o� the undarnvriter on any such palicies
k. T�e City, at its sole discretion, reserves the right ta xevieur the insuxance
requirements and to make areasonable adjustments tfl insurance coverages and their
limit� when deemed necessary azid prudent by the City based upon changes in
statutory law, court decision or t�e claims hisiory of the industry as well as af the
contracting party to the City of Fort Worth. The City shall be required to provide
prior notice of z�ainety {90) days
�. Si�ty (60) days notice of cancella�ion ax non-renewal is required and shall coniain the
following language: "This insuranc� shaIl nQt be canceled, Iimited in scQpe or
coverage, cancelIed or non-renewed, untiI after thirty {60) days prior writtcn natice
has �een given. to the City af Fort Worth, A tan days natice shail be acceptable in the
event of non-payment of premium.
2I
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��nve�tio� Cente�°
1111 �Iouston Street
Fort V�iorth, Texas i6102
{817} 2T2-2505
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�I,u�dic� �is���, �e��,
74�5 Azrport Freev�ray
Fort Worth, Texas 76118
{$ l 7) 59�-9210
�ar����°s I�����a��� ��r��� � �'e��.�o�0�3'
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J&S Audio Visua.l, Inc. has built a national reputation in providing
powerful and unique audio�visual solutions for clients of all sizes
throughout a variety of industries. 'We combine our techn.ical expertise with
a personal touch to develop Iasting relationships. �ur years of experience,
aedication, and forward thinking have allowed us to maintain successful
relationships with the most discriminating client�.
Whe�her you are Iooking to organize an in-house audio�v�ual opera�ion,
a trade show, ma�or event, or simply want to rent or purchase the
equipment you need, J&S Audio VisuaZ, Inc. is th� company you can eount
on. We will consult wi.th you about your needs, recommend viable,
customized options, and set you up to impxess your audi�nce.
Choosing �&S Audia Visual, Inc. mean.s working with one company that
can provide it a�1 -- advanced pZanning and design of each event and
pxofessional set up and operation of the most technologically advanced
equipment available. We are at your service Z4 hours per day, 7 days per
week. Our ca�reful planning and innavative ideas save you time and money.
Our extensive corporate inventory combined with some of the most talented
audio�visual specialists in the industry, allvw us to professionally and
successfully design, stage, and manage any event.
Tt is not our intention to become the largesfi audio-visual company; we
simply want to continue hein� the best at what we do. We pride ourselves
on our individuality in that we are noti like every other audio�visua�
company. Lnstead, we canform to your goals and standards to ope�rate as an
extension of your staff.
We have demonstrated a strong commitment to service to our cZients in
each relationship established, and will be h�.ppy to provide excellent
references upon request.
�a��c��sf�� �������h���
'
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� I�on��vztye J�S has be�n pro�ridin�
o�.tstandin� s��v��� s�n�e 19�6. S�.m�
�ompan�� same nan1�, sam� qu�lity
.
S��`V1C�.
• �ua.l�t�r: �Te hav� �rown our busin�ss
in a�ontroll�d, v�e�l thou�ht out manner
�v�.ich has a1lov�ved us �o maintain--�a�d
ev�n improv��-o�.r Ievel of s�Y°v�ce.
�ttention to det�.i� and overall qualit�r ��
aiwa�s our top prio�ity. C�-ood xs not
.
enou�h -- �e st�iv� for �xc��l�n�e.
• �C�rnr�it��nt: 4Tou have our assuran��
tha� we will b� �i��e for �our next �vent,
and th� on� af��r that, and that we wil�
�ontinue to op�rate as a su��essful part of
your team. i1�e wi11 do v�hat�ver �t tak�s
.
to a�h��v� su�c�ss.
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VLTith th��en key ciries and numerous in�house
prope�ies, J&S Audio Visua� can s�rvi�e your event,
from coast. �o coast and abroad.
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in�l��t�� ��d� our ���m��it�
Ppof�ssi�nal �.s��c�a�io�.s (�T�ti�n�.1/I.,o�a.I.)
���.�r��tio� � �i�si��rs ��r��.�.s
�hamb�rs of �ar��r��
Co�.u��ty S��ic�
�.
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P���'��sn��al A��°�l�a����� .� ��'�
�
� ASAE American Society of Association Execut�ves
• Hl�l�f HoteUMotel Association
� HS1BiAI Hospitality Sales and Marketing Associa�ion
Intemational
� Ir4E1�F Tnternational Assoc�atian oiExposition Managers
a ICIA International Communications Indusbry Association
� ISES Internarional Special Events Socie�y
� 1B1P1 Meeting Professionals Infiernaiional
� 11�ACE Nationa� Association af Catering Executives
� PCl��f Prvfessional Conference Managers Association
�t's �e�fe� �o do b�us�n+�s� �th %i�nd� th�� ��h siran�e�se..
"'The cli�nt and vend�r partn�rships we have devel�ped
th�ro�gh ou� industry associations a�d inv�lveme�t have be�n
a t�u� key tv o�ar su��e�s o��� th.e yea�rs."
Jeani� R.enner, JB�S Na�tiona� I3ireetor of Hotel Sale�
�
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W� �.r� pra�d �o of��r t�� fol�owi�g ev�nt produc�i�r�
ser�ric�s internatior�ally:
e Pre-���nt Planning � Multi-Camera Video
� Tl�..eatrical Set Design Production
� Siage Management and
Technica� Dixection
� Large 5c�een Projection,
Data, Graphic, I-Mag
� Business Theater Production
� Live Performance Sound and
Lighting
9 Concert Audio
� Theatrical Stage Lighting � Spec�al Effects
Detailed planning and coordination is critical to the success of each
event. .i&S is committed to providing: comprehensiv� proposals
and equipment recommendations; planning and theme dev�lopment
meetings; labox and productian schedules; room dia�rams; lighting
plats; set design and drawings; and itemized equipment and labor
billing.
s`�tt�ntior� �� the srr�all�st d�tail is th�
di�f�r�nce b�tween `�c�c�d9 and `�t�ts�ar�din��.99
__ _ - _ - - - � _ - — — �.�
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�:��e����.�. Production Highlights:
��-�. . 'i .�;,��.�-
,�� ,. �� ��" � 3-D sc�nic pieces wi�h �ife-
- . _ . size locomotive on stage.
� - �'�titi, _ + Automated lrghting, live
� - _ house band, surraund sound
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...�� -� -�� �., - system far closing credits,
��� �'� multi camera production ar�d
.�.ti- -
� image magnification.
Tl�e P��pk�'s l�i��+��-k
Production `H�ghlights:
Dallas Convention Center
Arena, 3,000 peaple,
Programmable Robotic
Lighiing, lbhxlti-Camera
Video Production, Video
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S�rvic�s �u�cess�s � � .
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Production, Theatrical
Stage Lighting, Large
' � �'�#�� s .�� �' � Screen Image
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f �F -"' �''"' Magnif catian, Concert
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�o���x� Sp����u�
' Production Highlights:
Image magnification vwith
delay screens, bal�raom
' audifl system vviii� dela�s,
custom scenic pieces and
- cnmput�r data projection.
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Praduction Highiights:
Entire production ground
supported, autflmated
iighting systema three way
audia recording sp�it and
video deiay scre�ns.
P�°ep�nd ]Le�ad
Production Highlights:
Distributed audio sys#em
for 3,OQ0 people,
automated lighting
syst�rn.
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�lin�f�n Conv�ntion
Cen��� Gr��d ��la�
Pr.oduction Higl�lights:
Live en#erta2nment artd cancert
audio, indaor pyratechnic�,
auiomated lighting, image
magnificatian, custom produced
video, introductian a£ faci�iiy
az;d mul�i camera production
w2th boam camera.
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�- - - - - - - -- --
����� ����. +��� ��.e�.t� � � �
"Yhank you for a!I the time and effort you and yo�r crew
contrib�#ed to ensure the Grand Fiall Cala was an
arrerwhelming success. You ail deftnitely went above and
beyond ouF expectations...Your contributions were
essential to �he success of tl�e e�ening."
Arlrngfon Gonvention Ce�fer
.Director
"ihe annual Cornerstone Market�ng of America awards
event has always demanded #he very highest 5tandards in
eve�i production...J&S Audio Visual prove� that they can
exceed these expectations and delive� a product that the
sales force is still tal�ing abaut."
� Cornerstorte Markefing af America
�vent Producer
uYou and your staff did it again! You were al! exemplary��the
professionalism, the efficiency, th�e 000peration were beyond
our expectations. ihe entire crew was a pleasure to wark
with and yvu could tell that everyone �eally cared about the
success o�F o�r show."
Nafrona! Ca�tl�men's Associafion
D�recfor, Conventions & Meefings
"J&S has a commifinent to excellence that is e�ident. ihe
fieam you gave us to work uv�th could not have been better.
It was a pieasure...to �now that my meeting rruas in such
capable hands.'°
American Socrety for Sur�rery of the �ar�d
Department ,Manager, Meefings
- — .-- .— _ . - _ _ — -�
�
.�. �
���ds f��� ou� c����.ts � � �
"I cannot beg�n to tell you how wonderFul your team at J&S
is! We had a s�accessful program and it's due in large part to
the professional, creative and responsive team you ha�e at
J&S."
Centrai and Sou#h West Corporatrvn
Meeting Planner
"ihank you far the superb service yo� and your sfaff gave
us throughaut both the �pre�car�ference and canference.
Once again, you made us look and so�and wonderful."
f�.�. Vest �inancial Senriees
Manager, Meetings & �vents
"We owe you a debt of gratitude as we reafize that the
success of this program was a direct result of the peop�e
who suppor�ed and assisted us so d"rligentfy behind the
scenes ir� the coordina#ion of it."
Jnhnson & Jahnson Pediatric Institute
Program Coordinator
"Yhan�t you for all you provided�you truly were an integrai
�art of nur mee#ing team. Knowing we were in s�ch good
hands was a real relief,"
�esearch Insfitute of America (C�14/�'ast iax)
14A'arketing �rograms Manager
"ihe whofe �eam wor�ed really hard and the resulis were
excellent. Stagir�g, lighting and saund also seemed ta go
perfeet...your creativ�ty in suggesting improvements afong
the way is also appreciated and valued."
iadays %mporary
Marke�fing Coordin�tor/ �vent �lanner
— — — �
$
,��io ��i�a�. ii��.
F�C'�'s �O�'� 2
RIGGING SERVICE AG1tEEMENT
Submitted io
C[TY OF FORT VVORTft
This service agreement expresses #hat J&� Audio Visual, Inc., operating at 7435
Airpart Freeway, Fort Worth, Texas 76118 (hereinafter referred to as "J&S") will
pro�ide professional mana�ement of Rigging Service� for the Fort Warth
Convention Cen�ter, operating at 1 i 11 Houston Street, Fort Worth, Texas 7b�U2
(hereinafter referred ta as "FWCC").
SGOPE OF SERVICES
To ensute the safety of the FWCC guasts, staff and facilities, J&S will be responsibie
for all rigging within the convenfion center ba�lraom. Rigging enonmpasses attaching
hardware and equipment to ceiIings including but not limited to rigging haist,
trussing, lighting, video, audio, a�d scez�ic equipmen# ar props.
� J&S vri�l provide certifed riggers to anyone wishing to hang any structure
weighing more than twenty-�ve po�aclds (25 ]bs.) from any af �he 133
structural points within ihe convention cente,r ballroom: J&S wi�l provide
any steel cabling shacktes or span sets required to do such rigging. Single
hung lighting fixtures, signage an�d banzxers may not require a rigging call and
r�vi�l be determined on a case-�y-cas� basis with such determination to be
made by F1�VCC with J&S. {Ref. S.I 1)
� Terms of Agreernent: The terms of this Agreernent will be far (3) Three
years, commencing on or about April 15, 20U2 and may be terminated by the
City at any time without penalty ar cause. At the sola disczetion of the City,
there �will be (3) three ane �1) year extensions to this Agreement. Optinns
witl be exercised no later than 12Q days prior to the e�pirativn of the term that
is in affect. (Ref. S.I4)
� J&S will employ and compensate it's own employees. J&S' employees shall
be n�at �nd ciean in appearance and cvurteous towards the patrans, pubIic and
fellow em�loyees. These �mployees will have limited access to the huildin�
throug� designated entrances/exits during events. (Ref. 5.16)
� J&S will inspect a�l aquipment #�own #a enstare weight limits and safety
guidelines are strictly enforced, and reserves the right to reFuse the usa of any
eyuipment far safety reasons.
o All chain haist must have a current load test certificate no more than ona (I)
year old from date of use and be properly servicea per the manufacturers
guidelines, A JB�S Rigger must be present during ail rnavement of motors, in
order to insure no structural demag� to the ceiling in the baltroorn.
� J&S wi12 provide all rigging labor. A minim�m of a two-person crew will be
required for rigging any event with more than fo�r (4} paints needed. There
wilI be a faut-hour rr�inimum guarantee per person.
3373 Towerwood �rive • Qalfas, Texas 75234•2316
972-241-5a44 � 800-852-8771 0 972-247-259U Fax • jsay.com
��CC'S �OPY �
� No rigging wilI be c�one from airwall tracks or any part of the electrical ar plumbing systems.
� Equipment will be flown a minirr�um of eight feet (8') above the ground.
� 1'�[o equipment will be trimmed within sixteen inches {16") of a sprinkler head, or within eight inches
(8") of any part of the ceiling.
� J&S shall adhere to all facility regulatians established by th� Director. (Ref. 5.17.1)
o J&S, at their own expense, will ot�tain and �Ceep in force during the period of th� agreement all permits
and licenses required by aIl laws and regulations of the State of Texas, Gounty of Tarrant and the City
of Fort Wnrth. (Ref. 5.17.2)
o J&S will collect and prornptly disperse all taxas requirad by Federal, State, and Iocal authorities and
shall pay any applicable taxes relating to operations at the facility. (Ref. 5.17.3)
� J&S wiil mai�ntain all recor�s! invaices etc. regarding operations at tl�e facility. The Director may
prescribe the form of records to be kept by J&S in accordance with this provision. J&S wiZl, upon
reasanable demand, make a�ailable to the Direot�r all recacds, books of accounts and statements
maint�ined with respect to operations at the facility. (Ref. 5.17.4)
• J&S will also permit designated agants of the Director ta make periodic inspections of the operations af
J&S as it relates to work in the facility. (Ref. 5.17.5)
� J&S wil] supply all rnan tifts or other �quipment that may be needed to fulfill tk�e scope oFservices
contained herein, T'he lift will be permanentIy located on the ballroom level. {Ref, 5.17.6)
• J&5 acknowledges that it k�as read and tznderstands the in�urance requirements for the proposal, J&S
alsa understands that the evidence of required insurance must be submitted within fifteen {15) days
foilnwing approval of Agreement by the City Council. {Ref, 7.1 L)
OPERATIONAL PLAN
� 7&S will provide a desig�ated accaunt executive ta handle afl FWC�C rigging inyuirics. This person
wi31 be respansibte for communicatutg with the client all pricing, equipment, Iabor rec�uirements, and/or
diagrams if needed.
� J&S will provide a dedicated phone Iine far clieats ta call far rigging sarvices. A person will be
available 24 hours a day 7 days a w+eek.
o J&S wi�l provide enstomized p�'ice broc�ur�s for rigging and labor chazges.
� J&S will provide fwo (�) certified ri�gers that will be dispatohed fram it's Fort Worth office and
ware�ouse, whfch is located tive (5� miQutes east of the Fort Worth Convention Center.
o J&S will provide on-site: steel, shacT�les, aad span sets for clients that require additianal sez-vices.
PRICIl�FG
Labor -- Mvnday thru Friday
I.ead Rigger $SQ.00 tu'.
Rigger/Lift Operator $45.00 hr.
Per Point Charg� $35.04
Based on a two (2) man, four (4) hour minimum.
EQUIPMENT
1 Tan Mator
Yz Ton Motor
l0' Truss 12x l2
10'Truss20x20
Lift
$ 150.00'
$ 125.00`
$ 8.OU/ft`
$ 10.U0/i�'
$ 250 per day
OV�RTIME
5tandard Q�artime (over S hours} Rate +%z
Holidays Rate + �/2
Waskends Rate + %2
fPrice is fQr orte reMtal peYiod af up ta 3 dcrys. A new rental period will 6egin on drry 4, and again ora each 4!''
day.
II' Y'Y �l.'S LL.+O�Y �
STAFF
1Vlarc Sartain
Fort Worth Generai Manager
8 years rigging and at�dio visual experi�nce
Ferrand Hard.y
Accotatit Executive
5 years rigging and audio visual experience
{soYd rigging services and audio visual at The Broadmoor for 2 years)
Rick Labaon
L�ad Rigger
Torr�cat ri�ging schoo2 certified
5 years rigging and audio visual axperience
(Currently works with the Arlington Convention Center)
Lloyd Hurt
Lighting Director
9 years rigging and audio visual experience
(Tomcat rigging school certified)
BILLING AND COi4IMISSION
J&S will pay FWCC on a regu�ar manthly basis, a percentage of Twenly Perceni (20°1a) of adjusted
gross recaipts generated from rigging services (includes labar, �quipment and lift rentat). If J&S has
the opportunity to secure motor and truss rental, FWCC wi[1 recei�e 20% on that as wel1. (Ref. S.t5.1}
During the term of this agire�ment, J&S will submit to FWCC on or before the 10'h of each month an
accauntin.g staternent of operatons during t1�e previous calendar rr�onth. (Ref. 5.15.3}
J&S will offer �'WCC Ten Percent (10%) on all rigging services taicen place in the meeting rooms and
exhibit space. J&S understands that they will not be the excl�sive provider ivr these spaces.
C�'TY OF FORT WDRTH
Fort Worth, Texas
Signature of Autharized Represen,tative
Far Gity of Fort Worth
Typed or Printed Name & Title
J&S Aunto Visu.a,.[. ,�r�rc.
�-' Dallas, e�s
Signature of Authoriz�Representative
for J&S Audio Visual, Inc.
Moarae Jost, PresidentlC.E.O.
Typed ar Printed Name & Title
February ��, �QQ2
Date Date
F�WWCC's Cm�y 2
�#��iia �l1��ai. !n�-
ADDEIV�DUM TU THE RIGGING SERVICE AGREEMEft'T
Submitted to
FURT WDI�TH C�NVEl'�TIOP+i CE1�iTER
This Addendum expresses that in addition to professianal management of rigging
services, J&S Audio Visual, Inc. (hereins$er referred to as °J&S"} wil� also provide
in-hous� audio visual services. T'his Service Agreement is made by and betw�er� ti��
FORT WORTH CONVENTrON CENTER operating at 1 i t 1 Hauston Street,
Fort Worth, Texas 76102 and J&S ACTDIO VISUAL, INC. operating at 7435
Airport Freeway, Fort War�h, Texas 76118. This Agreement expresses that J&S
Audio Visual, Inc. (hereinafter referred to as "J&S") will be the offieial audio visual
pravider for the Fort Wnrth Convention Center {hereinafter referred to as "FWCC").
Tli� terms of this Agreement are as follows:
I. MEETIIi�G CLIENTS
To maximize the positive bene#its of warking with a professionai in-house
audio visual compar�y, it rs impvrtant that t�e provider of th.ese services be
involved with the clicnts during site inspections �nd the sales pracess in
order to secure the business in-house. Forwarding all �ertinent information
as soon as it is availahle will a�low the J&S representative to immediateiy
begin communicating with the client ta discuss equip�ent selection and
pricing infvrmation to pro�ide the best possible service.
II. CLIENT OPTIQN FOR SERVICE
All inyurties and orders for audio visual services reaeived by the
Convention Center and its staff will he fonvarded ta J&S; hov�aver, it is
understood that any client of th� Convention Center wishing to use another
company for these servicas may do so. J&S wiIl cooperate with said
corr�pany atid assist wherever needed.
III. STAFFING
J&S will strive to provide audio visual personnel tbat will be viewed as
an extension of the Conveation Center staf#' and not as an outside
company. A proven and professional Dir�ctor of Audio vis�al wil� be
assigiried to your Convention Center. This Director will hava been trained
either through o�r Manager in Training program ar wiIl have significant
audio visusl a�nd rnanagement experience in a quatity Convention Center or
reso�t of comparabl� size. The management of d&S will complete the initial
interview and make a recommendation on the basis of #he technical
knowledge necessary for the pasition. The Convention Center nnanagement
will �ave the opportunity to interview the Direcior to ensure the selected
individual is weit suited to the Convention Center and its desired image.
3373 Tawerwaod Drive � Ua!las, Texas 75234-23f6
_. , _ 972-241-5444 � SOp-852-8771 • 972-247-259� Fax o jsay.cam
�+"d��C's ���pg� �
IN-Ei�USE AUAIO VISUAL SERV[CE AGREEMENT
SUBMI'r'TED TO FWCC
�a►cE Two '
The J&S Directnr will be supplemented with additional audio visual technicianslcustomcr service representatives
as needed. J&S Con�ention Cente�` empIo�ees will be traiaed in the $reas af fechnology, customer service,
and sales. The staff will contact �lients in advance, det�rmine audio visual needs, and up-sell whenever possible
to ensure the hest possibl� service to the client, as w�l� as increasing gross audio visual revenues.
The Ganvention Center wi11 be staffed as business requires, or as determined by J&S and Convention Center
managemec�t. Ti�e audio visua! staff will b+e provided witb pa�ers and will be avail�ble twenty�faur {�4)
i�ours per day, se�ven (i) dgys per wee�r. J&S and Conv�ntion Cenier managernent will set anj+ "after hours"
equipment proceduras.
T'he Director and staff rrvili be available to meet daily with Convention Center personne� to coordinate and
schedule audia visual services �nd to attend pre-event and other staff ineetings as necessary.
The dress cude fr�r the d&S staff is professianal suit and tie. To facilitate ti�is, J&S has unpieme�ted a Suit
Purchase Pro�ram for it's emp�oyees which pays f fty percent (50%) of the cost to establish a professional
wardrobe.
The ]'&S operatian rnrill ba closely supervised by it'� Director ot' In�Honse Operaiions, who will wark closely
with the Conv�ntion Centez audin visual staff to ensure �ffiici�ncy, professionalism, and an averall c�uality
operation.
IV. IR�YEliiT�RY
It is in the best interest of bath dc�S and the Canvention Center to zz�aintain an af�ractive and highiy functiuual
inventary. J&S will keep on the Convention Center premises an annple supply of the most requested and
t�chnologically advanced audio �isual equipment available. it is #he inteiation of J&S that the Convention
Center's audio visual operatirnn 6e self sufFicient, arid only rely on the Fort Worth wareh�use equipment and staff
for addition� specialized or extensive requirements. _
V. �FFICE AND STORAGE
In order to provide the quickest ana most efticient service possible to aut mutual clietits, the Con�ention Center
will provide adequate storag;e and affice space near the main :function area(s). The Convention Center wi11 be
res�onsible for providing sec�ty for the space(s) and aIl ttecessary phnne, computer, and electrica� outlets. On�y
7&S and Conventian Center security will have access to this area.
J&� wilt be responsibl� for additional office nesds, such as shelving, desks, computer equiprnent, and so forth.
VI. PRICING
Prices for audio visual services wil� be deterznined jointly by ]&S and Convention Center management. These
prices will be consistent with local indttstry standards. J&S wil� not increase equipnnent rental or labor rates
v�rithout prior approval of t.�►e Canvention Center.
VII. PERSONALIZED AUDIO VISUAL BROCHURE
J&S will prepare at its awn expense an attractive and professionaIly prepared brnchure describing the services
and eyuipment that are available. This broc�ure will be designed to comple�nent the Canvention Center's sales
packet that is sent to potentia2 and co�nfirmed cpstomers. AIl brachures and print�d mater�a2s vu�iIl be subject to
prior approval hy the Convention Center.
]F�CC's Go�y 2
IN-HOU3E AUDIO VISCJAL SERVICE ACEiE�MENT
SU�MITTED TO FWCC
PAGE THREE
VIII. B[]ILT-IN EQUIPMENT
The success �f any event produced vrrithiza the Conver�tian Center will depend greatly upon the quality of the in-
house audio �isual systems. The quality of the existing systems wil� be review�d at #he ineeption af service to
ensure the best possible service to our clients. J&S will be responsible for day-to-day operations of t�ese
sysfems; hawe�+er, when major repairs, rehabilitation or re�lacement is ne�essary, �e Con�ention Cer�ter will be
responsible for these costs. J&S will asszst in the evaluation and refurbishrnent of thase systems if needed.
IX. GUARA�iTEED PER�`ORMANCE
d&S is comxnitted to quality and profession�tism. The sudio �viisual s�aff will properly represent the
Canventlon Center at all times, both in ima�e and service. J&S room sets vviIl be clean and attrac#ive, �s
well as fnnctional. AttenNon to detaii wiil be stressed in all areas, from the propasal sta�e to the fiiaal
billin�.
It is the goal of J&5 ta consistently exceed the expeetatious of both the Convention Center and our rnutual
cus�omers. Tr� ehe utilikety event that equipment or services fail io meet the client's z�eec�s, J&S will wark directly
wi� the client to remedy the siivation to the satisfaction of the cli�nt and �he Convention Center.
It is requested that tkee Convention Canter report any deterioration in perfortnance or service to J&S so that
immediate corrective actior� naay be take.n. To assist in this effort, J&S will periodicall�+ send out Service
Evalu�tions to desi�nated Canventio�t Center o�anag�ment and staff. J&� Convention Center empioyees
�vill p�rticipate in a�n imcentive plan that wiYl rewa�d them for successful service. Tiiis p�an is monitored by
the results nf tlae evaluations as well as lettets, notes, and com�ments from cfients. AddiEionally, J&,S
management wiil be actively involved in t�a audio visual operation to ensure the highest tevel of service.
X. CONVEI�T'I'ION CENTER CON�TR.IBUTIQI�S
In an effort ta ensure that the audia visual operation operates an.d is viewecl as a depariment of the Convention
Center, the Con�ention Center is requested to praviae the same privileges and tools to the J&S staff as are
provided to th� other conferenee and conven�ion service departments, suc�► as: meetitLg room keys for the audio
visual staff, aecess to the Convention Center's computer network and e-mail services, in-i�ouse phone lines,
e�ctensions and voicen�aail, data lines, shift mea�s, discounts, and so forth,
XI. CO�II�IC5SIOl�T A1�TIl SPECIAL PROVISIONS
J&S will pay to t�e Convention Center a commissfon of t�irty five percent {3�%) on J&S equiprnent rentals
aQd tbirty-Sve percer�t (35%) af the seventeett percent (1�'%) aervice �harge revenue. Merchaxadise and
labor are not con�.missionable to the Conventian Center. .�&S will suhmit to FWCC on or before the 10'� of each
month an accounting of o}�erations during th� previaus calendar month.
XII. ORIENTA'1'IO1V'J'i`ECHNULOGY UPDATE
J&S witl offer orie�tafion sessions/technfllo�y updates to the Convention Center's Sales, Catering and Banquet
staffs to ensure th�y are familiar with ttte oomplete range of services offered by J&S, it's company, staff, and to
explain the dynamics of the agz'eetnent so they wi11 understand how our partnership works. In aadition, J&5 will
discuss any new technology so that Convention Center employees will feei comfortable discussing audio visual
witk� their cUstotners. Th�se sessions wi11 be repeated as necessary.
FWCC's ��py 2
I1V-HOUSE AUDIO V1S[3AL S�RVICE AGREEMENT
"�UBMITTED TO FWCC
PAC E �+ O IJR
XIII. lviaxxETnv�
J&S has ax► extensive sales and marketing pragram for atl of it's in-house properties. In addition, J&S will also
activeiy participate in the marketin� efforts of the Convention Center, includin� client events, rnarketing
materials, ad�ertising, and other promotional efforts. J&5 wi11 contribute audia visual equipment, praduc�ion
services and persotznel (if a}�plicable) tc� non revenu� generating Convention Center promotion ftFnctions or will
contribu�e financially %r the audio visual partion of other efforts, such as advertising. Conttibutions will be
det�rtnined in advance by J&S and Convention Center management.
XN. TERIVI
The Term and/or Termination of this Agreement shall coincide with t�e Rigging Agreement.
This Agreement is binding upon and inured to the benefit of the par�ies heretn and their respective heirs, executors,
administrators, lega� representatives, successars and assigns, and is n.ot assignable by either party wi�hout the specific
written consent of the other party.
FORT WDRTH CONVENTION CENTER
Signature of Authorized Representative
.or Fort Worth Convention Center
Typed oz Printed Name & Title
Date
JScS AUDIO VIS , IlrTC.
�ignatt�re of Authorized�presentative
for J&S Audio Visual, Inc.
Monroe Jost, PresidenilC.E.O.
Typed or Pri�nted Nanne & Title
� v �.�- ��-.
Date
������
���io�1/����� Se�i���
�ospitalitv P'ac�Cas�es
Ouerhead Projection Package ................................ $90.00
Overtread projector, projection carUstand, 6' - 8' tripod sar�en.
35MM Slide �'rojection Package ........................... $125,00
35mm slide projector, wireless remote, zaam lens, projection
cart/stand, 6' - 8' fripod screen.
VH8 VCR / Monitar Package ............................... $20p.00
VNS video cassette player, 27" calorvirleo monitar, 54" display
ca�t
XGA !CD Compu#er Projectior� Package .............. $680.00
1 b001uman XGA LCD projector, proJectinrt cart/sfand,
6' - 8' fnpad scr�en.
Package pricin� daes not include 79% service charge
pludio Comuanents
Videa Camponents
SVGA LCp projectar (500-7QO lumenj .................. $550.Q0
XGA LCD prajector (SOQ-1040 lumen) .................. $BSO.pp
XGA LCD projector (210Q lumen) ......................... $954.00
XGA LCD projector {2100f lumen) .............. Call for details
27" video oniy monitor ......................................... $i 10.00
27° data monitar .................................................. $35Q.OD
35" daia monitor .................................................. �450.00
VHS playerlrecorder .............................................. $70.00
Betacam SP player/recarder ................................ $4p0.00
VFiS Camcorder ................................................... $'�50:00
Br�adcast quality camera ..,....,................... Call for details
Digital F/X compnsite swikcher ............................. $275.00
Scan daubler, converter, switcher ........................ $300.00
VGA computer switcher (4x1) .............................. $100.00
Sliti� to vicleo conve�fer ....................................... $250.D0
Wired micraphane ................................................. $26.fl�
Wireless microphone ........................................... $130.00
PZM micraphone ................................................... $30.00
Corrtpact disc piayec .............................................. $65.0�
S#ereo cassette player...... ..................................... $45.00
Portahle AMIFM/CDICassette ................................ $65.00
4-channel mono mixer ........................................... $4Q.00
8-channe! powered mixer ..................................... $150.00
16-channel powered mixer ................................... $200.00
Full range speaker ................................................. $50.00
Seif-amplified speaker w! siand .............................. $50.Q0
ir�pod 5creerts
60" x 60" ................................................................ $22.DQ
70° x 70" . .............................................................. $26.00
,
84" x 84" ................................................................ $32.00
96" x 98" ................................................................ $36,00
Fast �ofd Screens
FRONT R�AR
6' x 8' ................................................�5fl.04 $55.Ob
7'/:' x 10' ..........................................�70.40 $75.Q�
9' x 12' ..............................................$8a.Q0 $85.00
DressFtit .............................................................. $6�.00
Black run-ofF dra�e ............................................. $12.a01ft
mccessories
Flipchart with pad & markers .................................. $36.00
Signeasel ........� ....................................................... $S.Od
Laser pflinter ......................................................... $45.D0
ProjectRon cart wlskirt ............................................. $20.40
Whi#ebaard ............................................................ $4Q.00
Li�ahtin� Gom�onents
12-channel dimming baard ..................................... $BOAD
6-channel power pac� ............................................ $6fl.0U
Ellipsoida) iights (90Q0 wat#) ................................... $25.00
Par 64 {90(3(l watt} ................................................. $25.Q0
Quartz follow spotiight ......................................... $1QQ.OG
Proiection Components
35MM slide projector ............................................. $40.00
W9reless remote .................................................... �35.00
Zaamlens ............................................................. $35.00
Bright light module ................................................. $40.Q0
35mmcaramate ............................�..............,......., $55.00
Dverhead projectar ................................................ $40.a0
LaboR
Technicians are aUailable a# the following rates:
Mor�day - Friday, Sam -- 5pm ............................. $30.QD/hr
Monday -- Friday, 5pm - 72am ........................... $45.0�lhr
Monday -- Friday, f 2am - 7am ........................... $60.ODIhr
Saturday -- Sunday, 7am - 5pm ......................... $45.QO/hr
Saturday �- Sunday, 5pm - 7am ......................... $6Q.Oplhr
HoGday5............................................................ $60.�DIhr
Lebor minimums apply fQr certain equipment and systems.
Please call far c!e#ails.
� A 97 o service charge will6e added fo a!1 standard equipment reRtals forset-up and dismantle.
o Equipment r�ntal prlces include standard ca6�ing, extension carrls, etc„ f�uf do nat include tax, la6or, or service
charge. �
� This is a partial listing of our inventory and services. Please ca!! for detaifs about any addifional or specralfzed
needs. .
� Prices are valid as of March t, 2D02, and subject to change witho�i notice.
A Equrpmenf renfal prrces are per day. There is a mintmum rental perrad of ane day on al( equipme�t. Gancellatians
made less than 48 �hours in advance will incur a charge equal ra 50 % of the renta! amount.
• All roams will be set af leasf one hour prior io the me�ting star� fime. Please noiify your J&S representative if you
requrre yaur room to be r�ady by a specific time, arrd we wil! do our best to accommodate you.
PRQCEDURES GIVEN TO J&S STAFF. � �
�,�� Sales and Mar�e�ing �Procedure� "
�'a��`g"°""°. Con�ention Center
These are proven systems used in conference and meeting facilities by J&.S for clier�t
contact scheduling. By speaking with the guest ccs soa� c�s �a,ssible, �ve are given the
gz-eatest opportunity to meet oj- exceed the client's expectatiot�s.
1. Acquir� Ciient Informatian
The sales and catering officc;s af the convention center produce a schedule of events for each
group as they become de�nite. Often a group's itinerary is salir�ified many months or ev�n
y�ears in advance. This information is extremely helpful in sc�eduling meetings and contaci
with futare clients. Once tl�is information is nbtained, enter it into the client database (yota
can use Oc�tlook if you don't have a contact managernent software). Outlook will keep track
of the carnpany, cont�ct(s), phone nun��er(s}, address(es), meeting tirnes, ete., and you ca�
pcogram it ta actually notify you when it is time to send a letter, make a phone call, follow-
up on a price estimaie, etc. by settit�g reminders. This is a �ery important and efficient taol !
If the function wiI1 take pIace in 6 mc�nths or more:
"Letter of IntroducCion" sent o��t imrriediately
"Follow-up Letter" scheduled far I00 days out
"Follow-u� Call" sched�led for 9Q days out
If funcrian will take place in 2 to 6 months:
"Letter of Introduction" scnt out immediately
"Follow-up Call" scheduled for 3Q ta 50 days out
(�r two weeks from mail date of letter i� approp�-�ate)
If fiinction will iake place witlun the next 2 months:
"Requirements Inquiry Call" placed immediafiely
�For �. lacge event production, eontact a Show ,Se�tiices Account Executive immediately tn
begin the team involv�m�nt process.
P�ease c�tonrnize collateral for groups as necessary to send rvitl� ietters, such as the
price brochure, Show Services Brochure, Cornpany Infoxmation Packet, event phatos,
references, etc.
2. Produce reports of all calIs and letters for the week
It is recortamer�ded that yau set aside one day each week to place calls and to senc� client
Iett�rs.
Produce the agpropriate letters each week using the convention center approved letter
template. Distribz�te copies o� these letters to the appropciate r�emb�z's of the convention
center staff (i.e. saleslconference �erWices r�anager).
I �
Sa�e� and l�Iar�etin� ]Procedures "� -
� �� Page Twa
�'�`�"�`�''`"� Con�ention Center
Each week, place caIls tv incotning c�ie�ts ta determine their aUdio visual and/or production
needs (use of the Call Report Form is very helpful in r�cording this informarion.} The call
results are Yhen entered into the appropriate fields i�n the d�.Cabase. Use QuYlook to track
client history, as weII as action items. At any given time you. may �'efer to a client f'tle to
determine previous and futuie contaet infarmation.
Once a client's �'equiremer�ts are obtai�ed, pcoduce and fax a price estimate. Schedule a
�ollow-up phone call remind�r date i�to Outlaolc Keep a copy o� Chis estimate in ya«z•
"Open" fiie until you rec�ive signed acceptanee.
'rAI� busiztess awarded to an outsi�e campany must be detailed on the Lost Business Repori
and forwarded immediately ta the Directoc af [n-House Operatio�s.
3. Event Mana�ernent
Once the cIi�nt signs and ret-urns the priee estimate, immediately process the arder in its
entir�ty�, to inclt�de placing any eq«ipment or labar orders with the branch offic�.
A J&S representative will attend all client pre-event m�etings. Additionally, the J&S
representative will meet �rith the client upon ay-rivaZ to discuss final cletails, and then check-
in with the client each day before the meeting, during breaks, and at the end of the day to
malce sure thece are no changes and that everything is fine. The representative shauld
discuss audio �isual charges at the end of each day with lhe client (ar at �he end of the event
if the clieni prefers) ta ensure there ar� no surprises when they receive the convention
center's invoice.
4. Client Histvey
After each event is completed, a�l t�f the group's information should be hand filed under the
compar�y name. This type af file can be ref�renced for future events wit� the same group.
All Event 4rdei�s should also be entered into th� database an a daily basis. This creates an
electronic history of ineeiings, contact narrtes, biIling info, ete, fo� eac�i group as we�l as
givzt�g :tnstant access to details on all af the meetings at the convention center,
�. FolIaw�up
The primary J&S representAtive will attend post-e�ent meetings. At the renuest af the
client, oYher members of the JScS staif may alsa be in attendance.
Send a Th�nk You Ietter fcr ihe client based apon tl�e pre-approved leiter templ�te within one
week of the end of the functian.
Rernember: Gai�g "above and beyond" with even the smallest of details cazA ens�ire a
lo�al �Iient for J&5 and for our conventian center partner? Good isn't enough � strive
for EXCELLENCE.
T"AN�E THE TI1VI� TO i�1�IPRESS YOUR CLIEI�T.
- �
�n�]H[ouse Opera�i�n 5�andard�
�� -� -
A�d1cs YfsuaL Inc�
Conventian Cenfer
J&S will manage a prafessional audio visual operation consistent with the high standards of the
convention center. J&S wi11 also provide a dedicated �t�ff af experienced, proven, professionals who
will receive on-gaing training in sales, teChnolog�, and customer service.
.1&S team members will p�•ofessionally represent the canvention center at alI times, both in image and
servic� levc;l. Employees particip�te in an incentive prograrn rewarding thern for high revenues and
successful service. J&S affers a clothin� program for its conventi4n center employees that help
ther� to establzsh and maintain a professional wardrobe.
S&S wil� provide an e�rtensive inventory of quality day�to-day and high-end pxoductian
equipment, an.d will update and add to this invenfory on a continuous basis. AI1 equipment will be in
e�cell�nt operating and cosme�tc condition, or it will tie immediately replaced. Attention to detaii will
be s�rongly emphasized in customer service, event plaztr�ing, room sets, and every other aspect of the
J&S Qperario�t.
The 3&S audio visual mar�ager will ha�e ex�erier�ce in selling and designing high�end produciion
events, and will work closely with the industry recognized J&S Show Services ta ensure all events are
successfaIly designed, managed, set, a�d operated.
The on-site staff will be quali�ed to worck on �he high�end events, and additional technical staff will
be provided through 3&S Show Se�vices as needed. The J&S staff will aggres�ively p�rsue all
business, and especially large production business #hat will Iilcely go out far bid.
The ]&S audio visual manager �vill prepare a Lasfi B��siness Report for any clients deciding �o use an
outside company which wi.�l be forwarded, along with efforta made to secure the business and why th�
business was lost, to the J&S Dfrector Qf Operations. The convention center rn.ay be copied on this
report if req�rested.
�he on-site sales �ifo�ti will consis� of the foIlowing:
� The canvention center will include price brochures (J&S will provide} detailing availabie
audio visual and p�oduction seiviees in the sales packet sent to patentiat and con�irmed
customers.
� The J&S audia visual manager wi11 be available fa rneet with clients �u��ing site visits to
introduce him/herself, walk through the rt�eeting space, and discuss audio v isual to f t their
particular needs. Collateral and/or information will be customized to the individua� client's
needs.
' J&S will send a l�tter and packet of information to confirmed clients. This info�ma�ion
will be customized to the particuIaz- claient and iyp� of husiness, but an exampie would be a letter
int�aducing the company, its capabilities, and the J&S representari�e; callateral including
highlights af event production capabilities, recent productions, and refez'ences; at�d a pricing
broc%ure. A%llovv�up phone call will be made to the client at tt�e appropriate rime.
$ The canventian center will have the op�oriunity to approve all collateral, Ietters, and
contact p�racedures.
��napl� — ����°a�da��i��� L,��er J&S o�ce at�
�.
•tj-
�►Ud�f7 YiS�a�,
February 25, 2002
Ms. Janc 5mith
XYZ Corporation
� 234 Fort Worth A�anu�
�ort Worth, Texas 77UO2
Dea�r Ms. Smitla:
Convention Cenie�
; t -<oc:srcr�: ;, �.�t
_ ;�7 vl;�ar,h. 1�•:x=�.a �'�TG�2
an 6ehalf of J&5 t�udio Visual, Inc., I welcome the XYZ Cor}�oration Regianal Training 5eminar
to tha Fort Worth Convention Center an June 23, 2003. We look forward to contributing to �he
success of your meeting. As ti�e Convention Center°s audio visual partner, J&S wil� provide ya�
vsrith the most advanced presen#ation and event praduction services availa6le,
J8�5 maintai�s a fully equipped office at the hotel to serve alt the audio visuai need� you may have
durir�g your meeting. Uur convenient on-site locatian enables you tn have on-going
cornmunication with us as well as the �Qtel staflF. We work closely wit� the Convention Center's
s#aff, and are familiar with a11 room layouts and capabilities and can r�cornmend the most efficient
use of audio visual equipment and systeins. We can also provide you with ca;nputer generated
diagrams drawn to scale, so you can see how yowr specific requests will fit within the e�usting
space.
T laava enclosed a serviee azxd prioing brochure, and wi11 be happy to pravide additional information
at your reques#. Pl�ase cantact us at your earliest can�enience to begin discussing de#ails. We 2ook
forwaxd ta working with you.
Sincerely,
lohn Anderson
Director of Audio Visual
Hotel �xt. 1234
CC: f Fort Warth Convention Center}, Conference Setvices Ma�nager
3373 'iawerwaod Drive � Dalias, 'iexas 75234-2316
,_. _ __ 97Z-241-5�44 � 80Q-852-8771 @ 972-247-2590 Fax • jsay.com
�udi'o ���u�l. l��_
Fetaruary 25, 2002
Ms. Jane Smith
XYZ Corporation
1234 Fort Wortt� Avenue
Fort Worth, Texas 7700Z
Dear Ms. Smith:
���np�� ��ll�vv��ap Let���
J&S offfce at•
�
t
Canven�ion Center
, ; E�.ursre�r� St,-r:;�
� hope the arrangements for �iYZ Corpaxation's l�egiona.� Training Serninar to be held at the Fort
Worth Canvention Center on June �3, 2003 are progressing smonthly.
J&S Audio Visual, Inc, is committed to the success of yvur meeting, and we look forward to
working with yau. We are appro�cimately three montlls out fr�nn your meeting, and would like to
begin k�elping you determine yvur audio visual naeds. Pleas� call us at your convenience to discuss
details, or we will foIlow-up wiih you,persona�ly in t�e next week or twa.
Keep in mind tliat J&S offers outstanding meeting services and event productian eapabilities.
Beaause wa are on-site and work as a part of the Convention Center team, .T&S vvill be able to
successful�y support your needs far audio visual eyuipment and personnel.
We Iook fnrward to working with you, and contril�uting to the success of your meeting_
Sincerely,
John Anderson
Director af Audin Visual
Hotel Extension 1234
CC: {Fort Worth Convention Center}, Conference Services Manager
3373 Towerwaad arive o Uallas, iexas 75234-23�6
— 972-24i-5444 • 80Q-852-8774 � 972-2�7-2590 Fax o jsay.com
�;;�l� iiI�IJC!!.. ��'°,.
February 25, �aoZ
Ms. Jane Smith
XYZ Corporation
1234 Fort Worth Avenue
Fort Worth, Texas 77002
Dear Ms. Smith:
��➢ffi�$�� — �'halffiR& �dB3Il �.��i�II°
CONGRATULATI4NS on a successful meeting!
J6S flffice at:
� �
_� __
Con��n�ion Genter
' 7 ' "G�lS?t:,r; " � .,r
-h!'i �P�rr�J.'Y � .. -r...'!1!Qr
Thank you for givi�rg J&S Audio Vzsual, Inc. the oppartunity ta wark vsrith XYZ Corpara�ion
duxing its 2001 Regianal Training Seminar. Quality equipmen.t and prampt, pr�ofessional support
are important components oi a successful event, and I hope we exceeded your expectations.
We look fdrward to working with you again at tlie Fart Wart�a Convention Center. Please keep in
mind that ]&S' Show Services Divisian travels internationally with o�r clien�s providiiig
out�tandiz�g audia visual and ev�nt production services.
Please f�el free to contact me an�y time to discuss tivs ar any future meetings and events.
Sincerely,
dQhn Anderson
Director af Audio Visual
3373 Tawerwand Drive ��allas, Texas 75234-;2516
972-241-5444 � 8Q0-852-8771 + 972-�47-2590 Fax � jsay.com
�
- Sa�es Call �eport � � '�
�� r�
AEfdiorL7sPl4l� Irt��
Conventinn Center
Complete this farm to keep acc�irate records of al1 client contact made. Al� information fj�t�m th�s farm
shouid be entered ir�to the c�ient database, and then fil�d in �he client falder for Future reference and
contact recording. �
Group: Function
Date(s):
Contact:
Size:
Address:
Phpne:
Conventian Ce�ter Rep:
5ales:
Conf. Svcs:
J&S ltep:
Sales:
CSM:
Pax:
Contact Info (include fuiure follow-�p, prices quoied, special n+eedsrnterests, etc.):
Date: Maans: Resi�lt:
Date: Means: Result:
Date: Means: ResiiIt:
Date: Means: Result:
'��
��
A�db Yfsvai, Ina
ATTN:
�ud�o 1/0���� Pr�ce ���i����
_; F_
Conver�tion Center
Thank you for allowing J&S Audio Visual, Inc. to submit the following price estimate #or your
audio visual and prod�ction services. PEease review #he informatior�, make any necessary
changes, sign and retur� to us a� your earliest convenienee.
We look forward to contributing to the success ot your meeting!
John Anderson
Director of Audio Visual
9i2W66� -3600 ext. 1234
G roup:
Contact:
Address:
Date #Days Qty.
Estimate Date: February 27. 2Q02
Equipment
Function
��te�s}:
# Att�n:
Pi�one:
Fax:
Price
Ext. Price
CONTINU�❑ ON NEXT PAGE ...
�-�
��
7Wdfq Vfsuat in0.
�RouP:
Date #Days Qty.
SUNiMARY
�quipment Rental:
Service Charge{@19%}:
Tax (C� 8_25%):
�quipment Rental Sub-iotal:
l.abot' Sub-Total:
�stimate Yotal:
Equipment
�
_��_
Con�e�tion �enfer
Price
Ext. Price
� .oa
� ,d0
� .aa
$ .00
� .oa
$ .04
Garrcellatians made Iess than tu�o business days prior to requested date will6e charged 50 % of
th� rental rate_ Quoted prices are firm for 30 days from the esfimafe date (February 27, 2002).
ACC���ANCF.
Contact Name, Company/Group Name
.�a�d��-�'�su�6 �r��c� �s�ee��te
(�onfiir���d)
Date
�lease �� a��ep�ed pr�c� es�ima�� (or changes} ��: 2�4¢661����4 or maii to
J&S Audio Visuaf, Inc. c/o the Fort Worth Convention Center, 1111 Houston Stree�, Fort
Warth, Texas 76102.
,��� 1��TDIO �T�UA��., �li�C. �ERVICE &��Tf"a'Li�A�`1�1�T
Partnec Prope�•ty_ Ia'�rt Wti�rth G��n�ention Ce�xt�r
Attention: ik�serl c�ntact name field
We want ta b� your tr��e partner 1n ser�ic�_ P1P.tsc heIJ� u� to acf�ie�e this goaI by r:�[ i i i; us it� the foIlowing areas
ar�d sharing your comments ai�oiart the ��rvice ��rov�ded �•�y .��-�, All comments are �s,;�l constructively and treated
confidet�tially. Thank yo�for takin`z t�e �im� t�_f Fielp us,b�tter �c:rve yc.ri.�.
� � Exccllenk...Foor
1. AfV stafF presents a ��r� fiss�onal i�m`a�e . :............ ............ . „ .....,. . ,., . ...... . . ,...................1 2 3 4 5
2. AJV stafti is courteous and helpful to clienls . ................................................................................1 2 3 4 5
3. A/V staff works as a teatn with conver�tian center staff (helpful, efficient, attends meetings). ., l 2 3�4 S
4. AIV staff is readiIy �ccessible when needed . ...............................................................................1 2 3 A� 5
5. A/V staff demonstrates skiIls to properly assist clients {technieal, c�mm�tnications, etc.).......... i 2 3 4 5
6. �li�nts are assisted pram�tly and efficiently, ...... ................................. .............,........................ ]. 2 3� 5
7. The work pravided to ciients is of an acceptable quality .............................................................. l 2 3 4 S
S. The �quipm�nt is in good vuorking order, up-to-date, and in good casmetic eQnditiart ...............1 2 3 4 5
9
10.
Received �alue for Che money spent . ............................................................................................ I 2 3 4 5
The a/v ser�ices requestecf by clients are available ....................................................................... l 2 3 4 5
11. Does your property provide nneeting clients with a questionnaire/evaluation? ...................... _Yes _Pdo
12. If yes, does it specificaUy ask about audio-visual services? ................................................... _Yes _I`�o
�3. Are there any specific a!v comments (posiiiv�/neg?t's}��) ,;,� �econsistently?
14-. Is an al� brochure ineluded with Con�. Ctr. sales packeis/mailings to c►ientslpotential clients?_Yes _No
15. Woulcl ycsulvour staff be interested in a class put on by your alv staif er�'i'�;r�ng alv ............... �Yes �Na
basies, te�h�naiogy updat�s, J&S capabilities and highlights,, an� the o�pc�: r��nity tn r�spc questians?
COMMEN�S / SIIGGESTIONS: Please use this space to elaboratt� a� ���}� uC lEt� �bovc. topies, or give us any
cc�mm�nts about your service and personnel, recomrriendatio�s, s«ggest�ons, �n�I su fo�rth.
`������T�y �.:�.����'�.������_��� ''������������-
-.�-� � -��. I�� �i ��� �a► � � � � �� � �� � � a �.r � *:� ' � � �
Please return this questiannaire to: J&S Andio Visual, Inc.
Attention: Mgnroe Jost, Pr�sident
3373 Towerwoad Drive
Da11as, Texas 75234-2316
�c�i.C��+O �!f�lscll, I r�c
�����C��
Facilities where J&S is currently contracted for
Rigging and Audio Visuai services
Arlington Conyez�tion Cen.ter
Mr. Mark Wisness
Assistant Director
1.200 Ballpark Way
.Axlington�, Texas 76011
(817) 459-5017
Texas Motor Spe�dway
Mr. Larry Rodgers
General Manager
3545 Lone Star Circle
Justin, Texas 75�47
(817) 215-8500
Moon Palace Resoxt
Mr, David Schwartz
Corpflrate Dire�tor af Group Sales
Carretera Cancun-Tulunn �m. 36.5
P.O. �ox 1730, CP 7750Q Cancun
Q. Roo, Mex�co, Caneun
011-529-88 t -6000
The Broadmoor
Mr. Mar1c K.line
Director of Canference Planning
1 Lake Avenue
Colorado Springs, Colorado 8U90d
(719) 634-7711
3373 Towerwaud �rive o llallas, Texas 75234-2316
, , — , 972-24i-5444 � 80U-852-8771 � 972-247-259Q Fax + jsav,com
1�I�LINGT01'� ��JNVENTI�N �ENTER
12Q0 Ballpark Way • Arfington, Texas 76Q1t • Phone (3l7) 459-540Q ° Fax (817) 459-5091
March 31, 2040
Ta WHOM �T MAY CaNCERN:
rt is a pleas�re ta write this �etter recommending J& S Audia V�isual.
J& S Audio Visua.l �as been the preferred provider at the Arlingtan Canventian Center
since 1985 and e�clusi�+e �roduction rigger since 3une 1999.
J&� has combined ta�en#, experience and technolvgy and r�ised the standards of audia
�isual service to new heighis in our cc�nventivn center.
Most sig�u£'icantly, 7& S Audio Visual. is a partner and integral member af �h� tQta1
facility team. They willin,gly participate with the convention center and th� Ca�.vention
and V sitcfrs Bureau to �aramote and sell the center #o �the meetings a�.d conventions
industry. Baih the co�pora�8 Qffice and or�-site personnel take active roles in center-
spQnsored f�.miliarizatinn trips, sales blitze�, and atker aeiivi�ies.
J& S embraces the client's needs wheth�r it be for a small meeting or a Iarge production,
Their detazled ana.�yses of logistics and wncerns render tazlor-made sezvice to every
client.
J& S Audio Visual wzll help yau become the best possible facility a,t every le�el of
ser�aice and I ta�e great pride in partnerin.g with this fine cvmpany.
Sincerely,
�� �
�����_'
�oyce 4dom
Duector
�,..
�LII`�G`R�N,� ,.F . : ... �
��.�zr���ra� ������Tlo� ���°���
. I20D $allpark Way + 4rlin�con, Texas i6Ai i� Phone (R171 459•SOOG * Fax (8�7) a59•599i �
k'cbr��ry 25, 2002
3�5 Audio ysual Cot�ci�any ha� kreen tF�c in-hfluse AN com�asxy at the AsIi�gtan �onvet��ion
Cen€�r siaee auK opeuing in � 985. i'heir s�rvioe and responsiveness to our ci�E�ts and to t�Ze
f�ciZzty for AJV r�eeds has alw�ys bee�n �xc�llent.
As import�t, from a fac�.�ty manager's perspectiv2, �aas bee� their wiliiz�gness ta reso�vs issuas
that arise wlun there ar� �rvblems_ r�t5 stands oui among thc r�any contra�Lars T bave �worked
with in #his industiry faz th� sp,eed�i,� w�ch th�y effect solut�vns ta those proaIems.
Qur waXkin� relatioms�ips wi#�x'�&5 persa��l hav� always �ean very gaad and t�cy h��re
ad�quat� gerso�nel on hand for the varied e�ent Ioads t1�aE our scheduie proc2uc�s.
� 4
M it WisnEss, Assi�#ant Direakor
Arl�n Co�aventian C�eer '
�.��r�����
F�bruary �6, zot12
Mr. Mo�,ro� Jost
Presid�nt and CB4
J&S Audio Visual inc.
33'�3 Towerwofld DXiva
Dailas, Tex�s 752�¢ '
Dear Nianxoe,
i just vvaniued to take a ruament ta lct you lazaw haw happy wa have be�n wdr� ��4cB Audio Visual
as aur in-hausc �udi.v vist�al and riggiag provlder, T esp�cially wantn�i to thank yo� fnr th� e�tceileat ja�
your guys di@ at Ihe Yndy Racing Le�gue Ex�rav�ganza.''Tixe ext�ssv� tig�i�g and �udio visual were
spectac�lar. 'T'�is was a vcry isnportant, high pro131e evant for us and J�cS madt �s sl�in�,
We have siways fo�usd tha 7&S t�am to be prof�ssional, �olp#itl, aiways avai)able, a�d A ttue
pl�asuCe ta wosk with. Noc aaly do you m�ke �he acc�t�1 cvants rurs s�moot�ljr, $ut you go above �nd beyond
t�e aall oi dury itt Lhe pl�ia� ssages af o�r events such &s �ttertdance gt preeoE� mceti�tgs a�d suggcsting
viahle salutiens wh�n n�cessary,
Sinc�raly,
Larr}r
The S�rtl�ap-�iuF�
TiCxas Motor Speedway
P.O. @ox 500 � Faf4 Wprth, YX 78109-�500
(617) 216-8650 • �ax �817) ���-easD
www.taxasmotorspeedrray,cCm
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April 13, 2000
Monroe rast
President and Chief Executive Officer
J&S �.uciiU `disual Tnc:.
3373 Towsrwood Drive
Da11as, Texas 75234
Dear Monrae:
Thanks for stopping by during your visit ta The BRO`�DMOOR. I enjoyed m�e�ing you.
We are exczted abaut our re�ationsk�ip with J&S Aud.io Visual. From all caunts, we are
off to a great start. VrJe appreciate your commifinent to quality service. That �rill alwa�'s
be a good fit witt� what we try fio accomplish.
Sincere�y,
en Bartolin, Jr.
President and CEp
SB/sgw
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Greg Cham�ron
Managing Directar
August 8, 2041
Ms. Jeanie Renner
National Director of Hotel Sales
J&S A�dio Visual Inc.
3373 Towerwood Drive
Yla.�las, T� 75234
Dear Jeanie,
It was very nice ta see you yesterday on your visit to Tha Ad�Iph�s
hotel. I wanted to pass along my �anks to everyone at J&S for t1�.e
profe�sional manner and attention to detaiI that 1ughIights the day ta
day o�aexation to fihe business centex and all audio visual needs of tkae
property. The expectations of our guesi are consistentiy e�ceed�d and
your arganization plays a big role in ot� success.
Thanks #'or the great service.
Sincerely,
�d
�,� �
Gregihampion
Managing Director
GC/Ia
cc: Dave Tucker
T�IE ADOLNHiJS
I321 C�MMERCE, DALLAS, 'I'EXAS 75202
(2T41 742•82oD
�
�ity a�'.F'ort b�o�h, �'e.�cas
�1���r �nd ��u�cil Gomr�u��c��io�
I]ATE R�FERE�ICE NUMBER LOG NAME PAGE
7�2s�o� **C-19��� I aaaz-oa�� f � o� 2
SUBJ�CT AUTHORIZATI�N TO ENT�R fNTO A CONTRACT W�TH ,G�� P�E� ��UA��. TO
PROVIDE BALLROOM RIGGING AND AUDlO VlSUAL SERVIGES FOR FACILlTY
USERS AND EXHIBITORS AT THE FORT WORTH CONVENTkON CENTER
RECOMMENDATION:
It is recommended that the City Cou�►cil:
' 9. Au#horize the City Nlanager to execute a three-year agreem�nt with �&S Audio Visual as fhe
exclusive provider for ballroom rigging and �he prefierred provider fat audio Visuaf services for
exhibitors and #acility users of the Fort Worth Convention Cent�r based on the best rated proposal;
� and '
2. Au�hvrize �he agreement to �egin July 23, 2QQ2, and expire July 22, 2005, with optians to renew for
, �hree additional one�year periads.
DISCUSSION:
� J&S Audio Visual is recommended as the exclusive pro�ider of ballroom rigging and the prefierred
provider for a�dio visual services at the Fart Worth Conv�ntion Center fo� exhibitors and facility us�rs
basecl an its overal] commission s#ruct�re, value ta the cus#omer, and sup�riar experience in praviding
� serv�ces ta �ateis and canvention cen#ers. J&5 Audio Visual is a natio�al company whose primary
funciian is to provide audio visual ancf rigging services. The company is familiar with fhe market and
exisiing cust�m�r base in the metropCex area and �as an excelEent reputation for customer service and
I performance.
The Purchasing Division issued this Request for Propasal in order to pro�ide ballroom riggi�g and audio i
I visual services far both facility users and exhibitors.
PROP�SAL AQVERTISEMENT - This bid was advertised in the Cammercial Recorder on February 8
and 13, 2002. The PurcF�asing Divisian salicited four vendors fram the purchasing sysfiem dafabase �
' and fwo from Qemandstar.com planholders. Four res}�onses were received.
PROPOSAL MATRIX -
Ratinq Criteria
Experience in Comparable Facilities
Reputation far Gustom�r S�rvice and
Performance
Commission and Pricing 5trueture
Maximum
Point Value AVW
30 27
25 22
Abi�ity to Gommence 5e�-vice Qelivery
15 �2
15 15
A�ailable Resources 15 15
Total 100 91
J&S
�t. Wor�h Audio
Production 5vc. Visual
15 28
10 23
2
0
0
27
1�
��
15
96
Productian ,
and Rigging
Resources
26
22
11
15
1�
89
C'ity o�'.�ori► b�orth, T'exas
�iayor ��d Cour�cil Comrr�unic��tior�
DATE REFERENC� NUMBER LOG NAME PAGE I
��z�ro2 �*�n� 9� �� � 000�-aa�� 2 0� 2
SUBJECT AUTHORIZATkON TO �NT�R INTO A CONTRACT WI H J&S AUDIO VISUAL TO
PR4VIDE BALL.ROOM R1GGlNG AND AlJDlO VISUAL SERViCES FOR FACILITY �
lJSERS AND EXHIBITORS AT THE FORT WORTH CONVENTION CENTER
I
RENEWAL OPTIONS - This agreement may be renewed far up to three successiv� one-year fierms at
the Ciiy's aption. This action does not require specific City Council approval provided that ihe City
Council has apprapriated sufficient �unds to satisfy the City's obfigatians during the renewal term. I
F15CAL INFORMATlONICEF�T{F'ICATION:
The Finance Director certifies fhat the Public �vents Department will be respansible fofi the collection of
funds due to the City unde� this agreement.
CB:k
BQNIQ2-00511CDC
Submitted for City Manager's
Office by:
Charles Boswell
Originat�ng Depurtment FIead:
7im Keyes
Addition$! Information Contact:
Robert Cambs
Fvnn � Accot�rrr �
(�o) -
�
5511 I
�
8517 I (from)
� �
�
8357 �
CENTER I AMOUNT CITX SECR�TARY
-- �
� �
I APPROVED ON �7l23l02
�
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