HomeMy WebLinkAboutItem 17 - Audio Visual EquipmentMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: NOVEMBER 19, 2024
SUBJECT: PURCHASE OF AUDIO VISUAL EQUIPMENT FOR CAROL OF LIGHTS
AND THE MERRY & BRIGHT DRONE SHOWS
RECOMMENDATION: City Council to consider approval for the purchase of audio visual
equipment for Carol of Lights and the Merry & Bright Drone Shows from
Epicenter Productions for the Parks and Recreation Department.
FUNDING SOURCE: Funds are available in the General Fund (Parks Department) for an
amount not to exceed $81,504.80.
BACKGROUND: This request is for the labor and equipment needed to provide audio visual
services at Carol of Lights and the Merry & Bright Drone Shows as part of
Christmas Capital of Texas®. This equipment will be located on three
stages at Carol of Lights on Monday, November 25, and throughout Main
Street for the Merry & Bright Drone Shows on Monday, December 2 and
9.
This procurement will be made in accordance with Local Government
Code Chapter 252, Subchapter B, § 252.022. General Exemptions (a)(7)
(A).
Staff recommends approval.
epicent erg
prodocUone
3717 Commerce PI
Suite G
Bedford, TX 76021
us
Phone (817)756-4300
Budget Prepared For
Blake Benavides
817-410-3398
Event Information and Budget Summary
City of Grapevine
PO Box 95104
Grapevine, TX 76099
us
Description
City Hall Stage - GV Carol of Lights (24-0254)
Hudgins Stage - 2024 Carol of Lights (24-0252)
Gazebo Stage - 2024 Carol of Lights (24-0521)
2024 Carol of Lights Labor (24-0253)
GV Drone Shows (24-0255)
Subtotal
Delivery & Pickup
Sales Tax
Grand Total
Event Budget Summary / Agreement
Name 2024 Carol of Lights
Submittal Date 11 /1 /2024
Grapevine Parks & Rec
Blake Benavides
1175 Municple Way
Grapevine, TX 76051
us
Mobile Phone: 940-328-4259
Phone: 817-410-3398
bbenavides@grapevinetexas.gov
Cost
$37,040.88
$8,615.00
$8,605.00
$13,460.00
$12,788.92
$80,509.80
$995.00
$0.00
$81,504.80
By signing below you acknowledge you have read and agree to the Terms and Conditions located on page two of this agreement.
Signed:
Blake Benavides
Title:
Community Events
Date:
Quote
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Quote Number: 24-0254
City Hall Stage - GV Carol of Lights
Epicenter Productions, LLC
3717 Commerce PI
Suite G
Bedford, TX 76021
us
Phone: (817) 756-4300
Fax: (817) 756-4304
www.epicenterproductions.net
Client Bill To
Venue / Site
Grapevine Parks & Rec Grapevine Parks & Rec
Grapevine City Hall
Blake Benavides 1175 Municple Way
200 S Main St
1175 Municple Way Grapevine, TX 76051
Grapevine, TX 76051
Grapevine, TX 76051 us
us
Mobile: 940-328-4259
Email:
bbenavides@grapevinetexas.gov
Account Manager Shipping Method Customer PO Warehouse
Terms Tax Rule
Zach Crisp N/A Epicenter
Net 30 Tax
Exempt
Productions, LLC
Ship Date Load In Show Start Load Out
Return Date Discount
11 /24/2024 12:00 11 /24/2024 11:00 11 /25/2024 3:00 PM 11 /25/2024 10:00 11 /25/2024 5:00 PM
AM AM PM
Type Qty. Description Note
Time Rate Price
Price Ext.
Audio
Rental 2 d&b V Hang
Rental 2 d&b V Flying Frame
Rental 8 d&b V8 Line Array Module
Rental 2 d&b D80 4-Channel Amplifier
Rental 4 d&b V12 Line Array Module
Rental 1 d&b D80 4-Channel Amplifier
Rental 4 d&b SL-Sub Subwoofer
Rental 1 Midas M32R Digital Mixer
Rental 3 Shure ULXD Wireless Combo Package
Audio Total:
$6,867.88
Lighting
Rental 1 GrandMA3 compact XT
1 Day Rate 950.00
950.00
Rental 6 Maverick Storm 1 Hybrid
1 Day Rate 225.00
1,350.00
Rental 8 Maverick Storm 2 BeamWash
1 Day Rate 225.00
1,800.00
Rental 6 Maverick Storm 2 Profile
1 Day Rate 225.00
1,350.00
Rental 1 DMX Cabling Package
1 Day Rate 175.00
175.00
Lighting Total:
$5,625.00
Video
Rental 112 IRiS-IP3 - IRiSTM IP3 Professional LED 16p x 7p
video panel (2048x896)
Rental 22 Cheeseborough with Forged Eye
Rental 1 NovaStar MCTRL4K
Rental 1 Video Mac
Video Total:
$14,400.00
Special Effects
Rental 20 Antari S-500 Snow Machine
1 Day Rate 175.00
3,500.00
Special Effects Total:
$6,500.00
11/6/2024 9:33 AM
Page 1 of 2
Epicenter Productions, LLC
Type
Qty.
Description
Rigging
Rental
2
Tower 1 - Self Rising Truss Package
Rental
8
3' Gacflex
Rental
2
TAF FTB L-5 - 5' Bolt -Together Truss
Rental
2
TAF FTB-L-10 - 10' Bolt -Together Truss
Rental
1
30 x 30 Heavy Bolt Baseplate
Power
Rental
1
200 Amp PowerRACK with (6)L21-30,
(6)20A, and Metering
Rental
1
Power Cable Package
Consumables
Retail
8
Duracell ProCell AA Battery
X
Note
1000kg(2204,6ft)
Quote (Quote Number: 24-0254)
Time Rate Price Price Ext.
Rigging Total: $3,015.00
Power Total: $625.00
Consumables Total: $8.00
Subtotal:
$37,040.88
Sales Tax:
$0.00
Delivery and Pickup:
$0.00
Total:
$37,040.88
Total Applied Payments:
$0.00
Balance Due:
$37,040.88
11/6/2024 9:33 AM Page 2 of 2
Quote
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Quote Number: 24-0252
Hudgins Stage - 2024 Carol of Lights
Epicenter Productions, LLC
3717 Commerce PI
Suite G
Bedford, TX 76021
us
Phone: (817) 756-4300
Fax: (817) 756-4304
www.epicenterproductions.net
Client Bill To
Venue / Site
Grapevine Parks & Rec Grapevine Parks & Rec
Peace Plaza - Grapevine
Blake Benavides 1175 Municple Way
815 S Main St
1175 Municple Way Grapevine, TX 76051
Grapevine, TX 76051
Grapevine, TX 76051 US
US
Mobile: 940-328-4259
Email:
bbenavides@grapevinetexas.gov
Account Manager Shipping Method Customer PO Warehouse
Terms Tax Rule
Zach Crisp N/A Epicenter
Net 30 Tax Exempt
Productions, LLC
Ship Date Load In Show Start Load Out
Return Date Discount
11 /24/2024 12:00 11 /24/2024 11:00 11 /25/2024 3:00 PM 11 /25/2024 10:00 11 /25/2024 5:00 PM
AM AM PM
Type Qty. Description Note
Time Rate Price
Price Ext.
Audio
Rental 1 Midas M32R Digital Mixer
Rental 4 RCF NXL24 Powered Column Array
1 Day Rate 75.00
300.00
Speaker
Rental 2 RCF Sub 8004 Single 18" Subwoofer 14 AWG Powercon
1 Day Rate 125.00
250.00
Rental 4 QSC K12 Powered Speaker
1 Day Rate 55.00
220.00
Rental 1 Standard Microphone Stands Pkg
1 Day Rate 25.00
25.00
Rental 1 32 Input Cable Pkg
1 Day Rate 35.00
35.00
Rental 1 Standard Mic Package
1 Day Rate 175.00
175.00
Audio Total:
$1,255.00
Lighting
Rental 1 DMX Controller
1 Day Rate 25.00
25.00
Rental 6 Chauvet DJ SlimPAR Pro H USB
1 Day Rate 25.00
150.00
Lighting Total:
$175.00
Video
Rental 48 IRiS-IP3 - IRiSTM IP3 Professional LED Ground Supported -
video panel 8p x 6p (1024x768)
11/6/2024 9:33 AM Page 1 of 3
Epicenter Productions, LLC
Quote (Quote Number: 24-0252)
Type
Qty.
Description
Note Time Rate
Price
Price Ext.
Rental
1
NovaStar - VX6S - Professional video
Inputs: 2 x 3G-SDI, 1 Day Rate
250.00
250.00
panel controller
2 x HDM11.3, 2 x
DVI, 1 x USB
Outputs: Ethernet
port x 6
Loading Capacity:
3.9 million pixels,
the maximum pixel
CLK is 165MHz
Video Loop: DVI
LOOP, SDI LOOP
Video Monitor: VGA
OUT, DVI OUT
Communication
Mode: USB/LAN
Image Mosaic, Crop
Settings, PIP
Power: Emerson
power supply
Certification: CE,
ROHS, FCC, UL,
EAC
Rental
1
Video Mac
1 Day Rate
125.00
125.00
Video Total:
$6,375.00
Rigging
Rental
2
TAF FTB L-5 - 5' Bolt -Together Truss
Rental
2
TAF FTB-L-10 - 10' Bolt -Together Truss
Rental
1
30 x 30 Heavy Bolt Baseplate
Rigging Total:
$175.00
Power
Rental
1
200 Amp PowerRACK with (6)L21-30,
(6)20A, and Metering
Rental
1
Power Cable Package
Rental
2
50' Black Edison
1 Day Rate
5.00
10.00
Power Total:
$635.00
Subtotal:
$8,615.00
X
Sales Tax:
$0.00
Delivery and Pickup:
$0.00
Total:
$8,615.00
Total Applied Payments:
$0.00
Balance Due:
$8,615.00
11/6/2024 9:33 AM Page 2 of 3
Quote
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Quote Number: 24-0521
Gazebo Stage - 2024 Carol of Lights
Epicenter Productions, LLC
3717 Commerce PI
Suite G
Bedford, TX 76021
US
Phone: (817) 756-4300
Fax: (817) 756-4304
www.epicenterproductions.net
Client Bill To
Venue / Site
Grapevine Parks & Rec Grapevine Parks & Rec
Peace Plaza - Grapevine
Blake Benavides 1175 Municple Way
815 S Main St
1175 Municple Way Grapevine, TX 76051
Grapevine, TX 76051
Grapevine, TX 76051 US
US
Mobile: 940-328-4259
Email:
bbenavides@grapevinetexas.gov
Account Manager Shipping Method Customer PO Warehouse
Terms Tax Rule
Zach Crisp N/A Epicenter
Net 30 Tax Exempt
Productions, LLC
Ship Date Load In Show Start Load Out
Return Date Discount
11 /24/2024 12:00 11 /24/2024 11:00 11 /25/2024 3:00 PM 11 /25/2024 10:00 11 /25/2024 5:00 PM
AM AM PM
Type Qty. Description Note
Time Rate Price
Price Ext.
Audio
Rental 1 Midas M32R Digital Mixer
Rental 2 RCF NXL44-A Active Two Way Column
1 Day Rate 95.00
190.00
Array
Rental 2 RCF Sub 8006 Dual 18" Subwoofer 14 AWG Powercon
1 Day Rate 175.00
350.00
Rental 4 QSC K12 Powered Speaker
1 Day Rate 55.00
220.00
Rental 1 Standard Microphone Stands Pkg
1 Day Rate 25.00
25.00
Rental 1 32 Input Cable Pkg
1 Day Rate 35.00
35.00
Rental 1 Standard Mic Package
1 Day Rate 175.00
175.00
Audio Total:
$1,245.00
Lighting
Rental 1 DMX Controller
1 Day Rate 25.00
25.00
Rental 6 Chauvet DJ SlimPAR Pro H USB
1 Day Rate 25.00
150.00
Lighting Total:
$175.00
Video
Rental 48 IRiS-IP3 - IRiSTM IP3 Professional LED Ground Supported -
video panel 8x6
11/6/2024 9:33 AM Page 1 of 3
Epicenter Productions, LLC
Quote (Quote Number: 24-0521)
Type
Qty.
Description
Note Time Rate
Price
Price Ext.
Rental
1
NovaStar - VX6S - Professional video
Inputs: 2 x 3G-SDI, 1 Day Rate
250.00
250.00
panel controller
2 x HDM11.3, 2 x
DVI, 1 x USB
Outputs: Ethernet
port x 6
Loading Capacity:
3.9 million pixels,
the maximum pixel
CLK is 165MHz
Video Loop: DVI
LOOP, SDI LOOP
Video Monitor: VGA
OUT, DVI OUT
Communication
Mode: USB/LAN
Image Mosaic, Crop
Settings, PIP
Power: Emerson
power supply
Certification: CE,
ROHS, FCC, UL,
EAC
Rental
1
Video Mac
1 Day Rate
125.00
125.00
Video Total:
$6,375.00
Rigging
Rental
2
TAF FTB L-5 - 5' Bolt -Together Truss
Rental
2
TAF FTB-L-10 - 10' Bolt -Together Truss
Rental
1
30 x 30 Heavy Bolt Baseplate
Rigging Total:
$175.00
Power
Rental
1
200 Amp PowerRACK with (6)L21-30,
(6)20A, and Metering
Rental
1
Power Cable Package
Rental
2
50' Black Edison
1 Day Rate
5.00
10.00
Power Total:
$635.00
Subtotal:
$8,605.00
X
Sales Tax:
$0.00
Delivery and Pickup:
$0.00
Total:
$8,605.00
Total Applied Payments:
$0.00
Balance Due:
$8,605.00
11/6/2024 9:33 AM Page 2 of 3
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Epicenter Productions, LLC
3717 Commerce PI
Suite G
Bedford, TX 76021
us
Phone: (817) 756-4300
Fax: (817) 756-4304
www.epicenterproductions.net
Client
Grapevine Parks & Rec
Blake Benavides
1175 Municple Way
Grapevine, TX 76051
us
Mobile: 940-328-4259
Email:
bbenavides@grapevinetexas.gov
Account Manager I Shipping Method
Zach Crisp N/A
Ship Date I Load In
11 /24/2024 12:00
AM
Bill To
Grapevine Parks & Rec
1175 Municple Way
Grapevine, TX 76051
us
Customer PO
Show Start
Warehouse
Epicenter
Productions, LLC
Load Out
Type
Qty.
Description
Note
Labor
Labor
1
Production Manager
Load In, Setup,
Rehearsal, Operate,
Load Out, Strike
11 /24/2024 12:00 AM -
11 /26/2024
5:00 PM
Labor
3
Al - Audio Engineer
Load In, Setup,
Rehearsal, Operate,
Load Out, Strike
11 /24/2024 12:00 AM -
11 /26/2024
5:00 PM
Labor
1
A2 - Audio Assistant
Setup, Rehearsal,
Operate, Load Out
11 /24/2024 12:00 AM -
11 /26/2024
5:00 PM
Labor
1
Ll - Lighting Engineer
Setup, Rehearsal,
Operate, Load Out
11 /24/2024 12:00 AM - 11 /26/2024
5:00 PM
Labor
2
LED Video Wall Technician
Load In, Setup,
Rehearsal, Operate,
Load Out, Strike
11 /24/2024 12:00 AM -
11 /26/2024
5:00 PM
Labor
1
Camera Operator
Setup, Rehearsal,
Operate, Load Out
11 /24/2024 12:00 AM -
11 /26/2024
5:00 PM
Quote
Quote Number: 24-0253
2024 Carol of Lights Labor
Venue / Site
City of Grapevine
PO Box 95104
Grapevine, TX 76099
us
Terms
Net 30
Return Date
11/26/2024 5:00 PM
Time Rate
Tax Rule
Tax Exempt
Discount
Price Price Ext.
11/6/2024 9:33 AM Page 1 of 2
Epicenter Productions, LLC
Type Qty. Description
Labor 2 Special Effects Technician
Labor 4 Stage Hand
11 /24/2024 12:00 AM - 11 /26/2024
5:00 PM
Labor 4 Stage Hand
11 /24/2024 12:00 AM - 11 /26/2024
5:00 PM
X
Note
Load In, Setup,
Rehearsal, Operate,
Load Out, Strike
Load In, Setup
Load Out
Time Rate
2 Day Rate
Subtotal:
Sales Tax:
Delivery and Pickup:
Total:
Total Applied Payments:
Balance Due:
Quote (Quote Number: 24-0253)
Price Price Ext.
500.00 2,000.00
Labor Total: $13,460.00
$13,460.00
$0.00
$995.00
$14,455.00
$0.00
$14,455.00
11/6/2024 9:33 AM
Page 2 of 2
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Epicenter Productions, LLC
3717 Commerce PI
Suite G
Bedford, TX 76021
us
Phone: (817) 756-4300
Fax: (817) 756-4304
www.epicenterproductions.net
Client
Grapevine Parks & Rec
Blake Benavides
1175 Municple Way
Grapevine, TX 76051
US
Mobile: 940-328-4259
Email:
bbenavides@grapevinetexas.gov
Account Manager I Shipping Method
Zach Crisp N/A
Bill To
Grapevine Parks & Rec
1175 Municple Way
Grapevine, TX 76051
US
Customer PO
Ship Date
Load In
Show Start
11 /24/2024 12:00
11 /24/2024 11:00
I
11 /25/2024 3:00 PM
AM
AM
Type
Qty.
Description Note
Audio
Rental
3
d&b V Hang
Rental
3
d&b V Flying Frame
Rental
12
d&b V8 Line Array Module
Rental
3
d&b D80 4-Channel Amplifier
Rental
6
d&b V12 Line Array Module
Rental
2
d&b D80 4-Channel Amplifier
Rental
6
d&b SL-Sub Subwoofer
Rental
1
Midas M32R Digital Mixer
Rigging
Rental
3
GUIL TMD-545/N Line Array Rigging
Tower
Power
Rental 1 200 Amp PowerRACK with (6)L21-30,
(6)20A, and Metering
Rental 1 Power Cable Package
Labor
Labor 1 Al - Audio Engineer
11 /24/2024 12:00 AM - 11 /25/2024
5:00 PM
Labor 4 Stage Hand
Quote
Quote Number: 24-0255
GV Drone Shows
Venue / Site
City of Grapevine
PO Box 95104
Grapevine, TX 76099
US
Warehouse
Terms
Epicenter
Net 30
Productions, LLC
Load Out
Return Date
11 /25/2024 10:00
11 /25/2024 5:00 PM
PM
Time Rate
Load In, Setup,
Rehearsal, Operate,
Load Out, Strike
Load In, Setup,
Rehearsal, Operate,
Load Out, Strike
Tax Rule
Tax Exempt
Discount
Price Price Ext.
Audio Total: $9,743.92
Rigging Total: $750.00
Power Total: $625.00
1 Day Rate 550.00 550.00
8 Hourly Rate 35.00 1,120.00
11/6/2024 9:33 AM
Page 1 of 2
Epicenter Productions, LLC
Type Qty. Description
11 /24/2024 12:00 AM - 11 /25/2024
5:00 PM
X
Note
Time Rate
Subtotal:
Sales Tax:
Loss Damage Wavier:
Delivery and Pickup:
Total:
Total Applied Payments:
Balance Due:
Quote (Quote Number: 24-0255)
Price Price Ext.
Labor Total:
$1,670.00
$12, 788.92
$0.00
$833.92
$0.00
$12, 788.92
$0.00
$12, 788.92
11/6/2024 9:33 AM
Page 2 of 2