HomeMy WebLinkAboutItem 20 - Sound and Lighting EquipmentMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: NOVEMBER 4, 2025
SUBJECT: PURCHASE OF SOUND AND LIGHTING RENTAL EQUIPMENT FOR
CAROL OF LIGHTS
RECOMMENDATION: City Council to consider approval of a sole source purchase of sound and
lighting rental equipment for Carol of Lights from Epicenter Productions
LLC for the Parks and Recreation Department.
FUNDING SOURCE: Funds are available in the General Fund (Parks) for an estimated amount
of $125,780.
BACKGROUND: This purchase is for sound, visuals (screens, stages and lighting) rental
for Carol of Lights on Monday, November 24, 2025, as well as each of the
drone shows on Monday, December 1 and Monday, December 8, 2025.
Sound and lighting for Carol of Lights will encompass 3 stages (City Hall,
Main Street Gazebo, and the CVB Headquarters).
The sound as part of each of the drone shows will cover all of Main Street
from Wall Street to Hudgins providing for a better participant experience
and allowing for emergency announcements as needed. The purchase
also includes the labor needed to install and remove any lighting and
sound equipment following each event as well as manage the sound and
lighting during each event.
This service will be provided by Epicenter Productions LLC as a sole
source purchase in accordance with Local Government Code Chapter
252, Subchapter B, §252.022. General Exemptions (a)(7)(3). Items that
are available from only one source because of patents, copyrights, secret
processes, or natural monopolies.
The expenses related to Carol of Lights and the drone shows are partially
offset by community sponsorships. The remaining amounts were
approved as a part of the 2026 City Budget.
Staff recommends approval.
AS/TM