FY27 Audio Visual Equipment Rental & Production Mgmt.

REQUEST FOR PROPOSALS
2026-60-20-01
AUDIO VISUAL EQUIPMENT RENTAL AND PRODUCTION MANAGEMENT
SERVICES
FOR
CITY OF MANSFIELD SPECIAL EVENTS FY2027
RFP SCHEDULE SUMMARY
May 31, 2026 Newspaper Legal Advertising for RFP
June 7, 2026
June 15, 2026 Final Questions Submitted
July 6, 2026 - 2:00 pm Due Date & Opening of Proposals
July 7-24, 2026 Review of Proposals and Production Company Interviews
July 25, 2026, begin negotiations with Top Ranked Production Companies
September Approval of AV event contract for FY27
This schedule is preliminary and may be modified at the discretion of the City.
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TABLE OF CONTENTS
Request For Proposal ......................................................................................................................... 3
Project Information ............................................................................................................................. 3
Scope of Work ...................................................................................................................................... 3
Advertisement ..................................................................................................................................... 7
Submission Instructions ..................................................................................................................... 8
Selection and Evaluation Criteria .................................................................................................... 10
Event Dates FY27..................................................................................................................... ......... ..11
Insurance Requirements...................................................................................................................12
Form 1: Submittal Cover Sheet.........................................................................................................13
Form 2: Submittal Checklist and Table of contents......................................................................14
Form 3: General Questionnaire.......................................................................................................15
Form 4: Felony Conviction Notification...........................................................................................18
Conflict of Interest Form....................................................................................................................19
Senate and House Bill
Decalrations.................................................................................................22
1295 Form............................................................................................................................................25
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REQUEST FOR PROPOSALS
The City of Mansfield, Texas is seeking a qualified Production Company to provide audio visual
equipment rental and stage production services for all City of Mansfield large-scale special events
in FY27 The City of Mansfield seeks to contract one primary production company for all events.
Upon successful completion of the project, The City of Mansfield and selected contractor may
choose to renew the contract for two option year periods consisting of the FY28 and FY29. FY is
defined as October 1 through September 30. The contract shall be renewed at the same rate as
the original contract.
The City of Mansfield is soliciting proposals for the herein described services for the purpose
defined in this document. By responding to this request, the offeror agrees to perform in
accordance with the terms and conditions set forth in this document in the event that the response
is selected for contract award.
The City reserves the right to waive any informality in submittals received, deemed to be in the
best interest of the City. No officer or employee of the City of Mansfield shall have a financial
interest, direct or indirect, in any contract with the City of Mansfield.
PROJECT INFORMATION
The City of Mansfield currently produces 7-10 large-scale special events each year,
encompassing 10-15 days. We have several events that recur annually, and we anticipate they
will continue if the contract is renewed. We have others that may shift or change from year to
year. At a minimum, each event requires basic stage, sound, and lighting equipment as well as
technical stage expertise and production management services. Events take place in different
locations around Mansfield. Some are more extensive and complex than others and may also
require rental of additional stages, screens, projectors, backline, or other equipment. As
appropriate, we request the production company to assist with hanging signage and sponsor
banners from the stage(s). The full list of events, with general dates and technical requirements,
is provided below in the scope of work.
The City of Mansfield intends to award one primary contract. All contracts will cover all events
for a one-year period.
SCOPE OF WORK
We are seeking comprehensive, turnkey stage production services for all of our City of
Mansfield large-scale special events in FY27. A listing with dates for our most consistent events
is included on page 11.
Our venues include City Hall, Geyer Common, Main Street, and Walnut and Oak Streets in
Historic Downtown.
Although events may change from year to year, details for our current annual events are
below, and requirements generally consist of the following:
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Event #1
Title: Haunt The Block
Date: Third Thursday in October
Time: 5-8pm
Duration: 3 hours. Set-up and break-down directly before and after the event. Possibility of
load-in the day prior.
Location: Historic Downtown Mansfield, Main Street Mansfield, TX 76063. Events will also take
place throughout downtown, but production services will be needed on Main Street.
Technical Requirements:
PA system for announcements with the ability to play background music.
Provide background music throughout event as needed
Stage light package to visually enhance .
No backline and no performances anticipated.
Additional Details: Contractor will need to provide a power source for AV production.
Event #2
Title: Veterans Parade
Date: The Saturday before or after Veterans Day
Time: 10am-12pm
Duration: 2-hour event with set-up directly before and tear-down directly following the event
Location: Julian Feild Park, 1531 E Broad St, Mansfield, TX 76063
Technical Requirements:
4 speakers - two on each side of performance area
Choir mics to support 25-40 singers
2 Handheld microphones for speech and announcements
2 plug-in systems, accompaniment/backing tracks, or background music before the
event. One for the program/performance area and one for the emcee to use for parade
entry announcements.
Additional Details: Power on-site, close to the Flag Display area. The contractor will need to
provide a power source for the platform set up close to Broad Street and for the program.
Event #3
Title: Hometown Holidays
Date: First Friday in December
Time: 5-9pm
Duration: 4-hour event with set-up directly before and tear-down directly following the event
each week.
Location: City Hall, 1200 E Broad St., Mansfield, TX 76063
Technical Requirements:
Provide a rental stage at least 20'x24' with necessary generator, power distribution, and
cable ramps. Likely a mix of live dance, music, and theatrical groups that will vary
annually
Provide a full stage light and sound package and on-site management
LED Screen on back of stage
Ability to plug in accompaniment/backing tracks or background music
Additional Details: The Contractor will need to provide power for stage/lighting.
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Event #4
Title: Arts Week
Date: A long weekend (Friday-Monday) in March. Usually the 2nd or 3rd weekend. Always the
first weekend of spring break for MISD.
Time: Varies day-to day. Friday is an evening event. Saturday and Sunday are most of the day
and evening. Monday is 10am-2pm.
Duration: Varies day-to-day. Anticipate 6-10 hours each day. Set-up can be done directly
before the first event or the day before and left in place for the duration of the 4-day event. Tear-
down can happen directly after the event or the following day.
Location: Multiple locations Mansfield, TX 76063
Mansfield Activity Center- Fansfield
Geyer Common- Kick-off event
Hall Art House- Kids Day
Technical Requirements:
Provide a rental stage at least 20'x24' with necessary generator, power distribution, and
cable ramps. Likely a mix of live dance, music, and theatrical groups that will vary
annually
Stage lights and sound are required for live musical performances. No backline required.
Groups may be as large as a small orchestra.
Ability to plug in accompaniment/backing tracks or background music before event or
allow a DJ to connect his system
Additional Details: The contractor will need to provide power for all stage/lighting
Event #5
Title: Music Alley
Date: May 1, 2027, Saturday closest to Cinco de Mayo
Time: 4-10 pm
Duration: 6-hour event. Set-up and tear-down happen the day of the event. Expect a 12-15-
hour workday.
Location: Historic Downtown Mansfield, including Walnut and Oak Streets, Mansfield, TX
76063
Technical Requirements:
3 performance areas
Provide 2 rental stages and dance floors at least 20'x24' with necessary generator,
power distribution and cable ramps for a performance area on Oak Street and in the
parking lot behind Walnut Street.
Full stage lights, sound and backline package for the two stages.
Provide a small sound system for the community stage
Technical staff for all three performance areas
Additional Details: The contractor will need to provide power for all stages/lighting.
Event #6
Title: Juneteenth
Date: Friday night before or after Juneteenth
Time: 5-9pm
Duration: 4 hours. Set-up and break-down directly before and after the event. Possibility of
load-in the day prior.
Location: Geyer Commons, 605 E Broad St., Mansfield, TX 76063
Technical Requirements:
Provide a rental stage and dance floor at least 20'x24' with necessary generator, power
distribution, and cable ramps for a performance area
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Stage lights, sound, and backline are required for live musical performances. The event
only runs about 30 minutes past sunset, so only a basic lighting package is needed to
keep the stage from getting too dark.
Ability to plug in accompaniment/backing tracks or background music before event or
allow a DJ to connect his system
Additional Details: Will need to provide all power for stage and lighting
Event #7
Title: Mansfield Rocks
Date: July 3rd
Time: 6-10pm
Duration: 4 hours. Set-up and break-down are the same day, directly before and after the
event.
Location: TBD Mansfield, TX 76063
Technical Requirements:
Provide a rental stage at least 20'x24' with necessary generator, power distribution and
cable ramps
Provide full stage light and sound package and management. No backline required.
Performance consists of a live band (usually 5-12 members) before the fireworks, and a
pre-recorded music track to coincide with the fireworks display.
Additional Details Will need to provide all power for stage and lighting
Events #8-10
In addition to the events listed above, we may add up to three additional events throughout the
year. More than likely, these will be single day events. We expect these events to vary greatly in
their length and performance types, but they may require:
Provide a rental stage at least 20'x24' with necessary generator, power distribution and
cable ramps
Provide full stage light and sound package and management.
Backline
30ft screen for movie showings
Flown front projector
Ability to plug in accompaniment/backing tracks or background music before event or
allow a DJ to connect his system
A mix of live bands, dance groups, movies, or theatrical productions with basic lighting
and relatively small cast
Up to a 6 hour event and 12 hour work day
The contractor will need to provide all power for stage and lighting
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ADVERTISEMENT
REQUEST FOR AUDIO VISUAL EQUIPMENT RENTAL AND PRODUCTION MANAGEMENT
SERVICES PROPOSALS NO. 2026-60-20-01
It is the intent of the City of Mansfield, Texas to select a Production Company to provide audio
visual equipment rental and stage production services for all City of Mansfield large-scale special
events each year. Services will be required intermittently throughout the year as outlined in the
scope of work, and a one year contract will be signed.
RFP documents will be posted on the City of Mansfield website under "bid postings":
https://www.mansfieldtexas.gov/Bids.aspx or a paper copy of the RFP documents may be picked
up at the City Secretary's Office at 1200 E. Broad Street, Mansfield, Texas, 76063
Any other questions regarding the bid must be addressed to the project manager: Please
reference bid no. 2026-60-20-01
Angie Henley
Special Events Supervisor
angie.henley@mansfieldtexas.gov
All questions must be submitted to the project manager by no later than June 15, 2026, at
12 pm. An addendum addressing all questions will be issued following the deadline.
It is the respondent's responsibility to ensure that they have secured and thoroughly reviewed all
aspects of the RFP documents prior to submitting proposals. Any revisions or clarifications to be
incorporated into this document will be confirmed in writing as an addendum prior to the due date.
No verbal responses will otherwise alter the specifications, terms and conditions as stated.
All addendums will become part of the RFP document and must be acknowledged on the
Submittal Checklist/Table of Contents (form 2) included in your proposal.
Sealed proposals (four hard copies and one electronic copy) will be received by the City of
Mansfield, Texas, on or before 2:00 p.m. on July 6, 2026, in the City Secretary's Office, 1200 E
Broad Street, Mansfield, Texas 76063. Clearly mark "Proposal - Special Events Stage
Production". Proposals will be publicly opened, and the name of the production company will be
read aloud on July 6, 2026 at 2:00 p.m.
The City reserves the right to reject any and all proposals or accept any combination of
proposals deemed advantageous to it.
Published in the Fort Worth Star Telegram
First Publication: May 31, 2026
Last Publication: June 7, 2026
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SUBMISSION INSTRUCTIONS
A. Submission due date and location:
Monday, July 6, 2026 by 2:00pm CST
City of Mansfield
City Secretary's Office
1200 E Broad St.
Mansfield, TX 76063
B. Any submission not prepared and received in accordance with provisions stated herein,
will be considered a non-responsive submission, and any or all of the submissions may
be rejected.
C. Submit one (1) original and three (3) copies of your Proposal along with all required
forms as listed in this request. An electronic copy must also be submitted in flash drive
format.
D. Formatting for your Proposal shall include the following information in the sequence
and format prescribed. Each response shall be submitted as outlined in this section.
E. Any submission made should be visually appealing as it will be presented to the City
Council as well as the public.
F. All costs incurred in the preparation of a proposal and participation in this RFP and
negotiation process shall be borne by the proposing companies.
Section 1: Company Information
a) Submittal Cover/Signature Sheet (Form #1) - respondents must complete and sign
this form. The Submittal Cover/Signature Sheet must be signed by a person, or
persons, authorized to bind the entity, or entities submitting the response. Submittals
signed by a person other than an officer of the company or partner of the firm shall be
accompanied by evidence of authority.
b) Submittal Checklist (Form #2) - Respondent shall complete this form which is to be
used as the Table of Contents for submittal
c) General Questionnaire (Form #3)
d) Felony Conviction Notification (Form #4) must be completed to include any of the
principals of any of the companies involved in this submission.
e) Conflict of Interest Questionnaire (CIQ)
f) Senate & House Bills
g) Form 1295
Section 2: General Company History/Qualifications: (limit to 6 pages maximum)
a) A brief history of the Production Company and the services routinely provided in-house
on similar projects.
b) Any specific areas of expertise, special certifications, recognitions, or other
qualifications specific to this project.
Section 3: Financial and Legal Status: (limit to 8 pages maximum)
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a) Describe the general financial capability of the Respondent and attach a current
financial statement and balance sheet.
b) List any actions taken by any regulatory agency against or involving the company or
its agents or employees with respect to any work performed.
c) Insurance coverage as required by the City of Mansfield, outlined in the included
insurance requirements (page 19).
d) Jurisdictions and trade categories in which your organization is legally qualified to do
business (please indicate registration or license numbers)
Section 4: Experience and References: (limit to 10 pages maximum)
a) Discussion of the Production Company's experience in working with government
agencies
b) List of at least five (5) comparable (ongoing or completed) projects performed for
government agencies or arts and event venues, and organizations, including
references. Lead with most recent projects and those completed in Texas. For each,
please provide:
i. Project name and location
ii. Year completed
iii. Short description of project and whether it was completed fully
iv. Names, addresses, and phone numbers of owner and contact person tasked
with daily responsibilities of project.
v. Project costs and whether or not it was within project budget
vii. Deliverables for each project
Section 5: Project Proposal & Pricing
1) For each event
a) Provide an itemized list of equipment you intend to use for each event. Include
any necessary additional charges (such as load-in / load-out labor and vehicle
usage).
b) Outline the personnel you will use to staff each event. Include general job
descriptions.
c) Identify the project manager and onsite personnel. Identify any subcontractors
that you propose to use.
d) Provide any additional information regarding project management, equipment
storage, maintenance, substitutions, quality and cost control, or other information
related to the proposed services.
2) Provide a summary of total cost for each event in FY27
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SELECTION PROCESS & EVALUATION CRITERIA
The procurement of these stage production services will be in accordance with applicable
federal, state and local laws, regulations, and procedures. The City of Mansfield reserves the
right to reject any and all proposals. The final selection, if any, will be that company which, in
the opinion of the city, best meets the requirements set forth in this RFP and is determined to
provide the best overall value to the city.
Search Bid ID#:2026-60-20-01 or the Project Name
Any other questions regarding the bid must be addressed to the project manager:
Angie Henley
angie.henley@mansfieldtexas.gov
After submission of proposals closing date, each properly submitted Proposal will be reviewed,
evaluated and ranked by the City, based on the following evaluation criteria:
1. Key equipment, personnel, and services provided
2. Experience & Qualifications
3. Cost
COMPANY INFORMATION AND LEGAL AND FINANCIAL STATUS OUTLINED IN THE
"SUBMISSION INSTRUCTIONS" SECTION MUST BE SUBMITTED OR COMPANY WILL BE
DISQUALIFIED AND THE CONTENT WILL NOT BE SCORED.
Companies may be required to provide additional materials, responses to additional follow up
questions, attend an interview, or provide examples of the professional quality of the
company's previous work for similar projects. If required, additional material or interviews will
be requested in writing.
At the conclusion of the evaluation process, the city may enter into negotiations with one or
more companies and execute a contract upon completion of negotiation of fees and contract
terms for final approval.
Final approval of a selected respondent is subject to the action of the Mansfield City Council.
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