FY27 Audio Visual Equipment Rental & Production Mgmt.
| Location: | Texas |
|---|---|
| Posted: | Jun 4, 2026 |
| Due: | Jul 6, 2026 |
| Agency: | City of Mansfield |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2026-60-20-01 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
2026-60-20-01
|
| Bid Title: |
FY27 Audio Visual Equipment Rental & Production Mgmt.
|
| Category: | City Administration |
| Status: | Open |
|
Attachment Preview
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
June 7, 2026
June 15, 2026
July 6, 2026 - 2:00 pm
July 7-24, 2026
July 25, 2026,
September
Newspaper Legal Advertising for RFP
Final Questions Submitted
Due Date & Opening of Proposals
Review of Proposals and Production Company Interviews
begin negotiations with Top Ranked Production Companies
Approval of AV event contract for FY27
This schedule is preliminary and may be modified at the discretion of the City.
1
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
2
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:
3
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.
4
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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