ESB - MACC Audio and Lighting Production

Scope of Work

Introduction

About the City of Austin

The City of Austin, Texas, population 840,000, is the 13th largest city in the country. This vibrant and dynamic city tops numerous "Best" lists for business, entertainment, cost of living and quality of life. Austin was selected as the "Best City for the Next Decade" (Kiplinger), the "Top Creative Center" in the US (Entrepreneur.com) and is in the Top Seven List of Intelligent Communities for 2012 as ranked by the Intelligent Community Forum. Austin continues to lead the country with its vision of being the "Most Livable City in the Country", emerging as a player on the international scene with such events as SXSW, Formula 1 and being home to companies such as Apple, Samsung, Dell, The Seton Healthcare Family and St. David's HealthCare systems. From the home of state government and the City of Texas, to the "Live Music Capital of the World" and its growth as a film center, Austin has gained worldwide attention as a hub for , business, health, and sustainability. Since 1900, Austin's population has doubled every 20 years, with continued projected record-breaking growth into the next decade and beyond.

Purpose

The purpose of this contract is for a single entity to provide audio and lighting production for live performances at the Emma S Barrientos Mexican American Cultural Center, Dia de Los Muertos, Signature Event.

Term of Contract

This Contract shall become effective on the date executed by the City ("Effective Date") and shall remain in effect until the earliest of when the deliverables set forth in the Contract are complete or the City terminates the Contract.

Background

Under the Department of Arts, Culture, Music and Entertainment, the (MACC) offers a wide variety of year-round programs for adults and children. It also offers cultural programs, day camps, summer camps and community special events like the Dia de Los Muertos and Viva Mexico, La Mujer, and Awards of Excellence.

The MACC is highly rented location for its variety of space for classes, productions, meetings and performances.

Tasks/Requirements

Contractor's Responsibilities

Contractor shall provide the below for Sunday November 1st, 2026

Event time 1:00pm-6:00pm at the ESB MACC- 600 River St Austin, Tx 78701

Provide a Point of Contact for Production on the day of the event.

Set up and be ready for a Sound Check by 12pm on Sunday Nov 1, 2026

Audio support for 3 live band performances: Front of House Sound, Monitors, Microphones, Microphone Stands, XLR Cables, Mixer Console, Power Cable, Extension cords, and Stage lighting, and backline

Audio and Lighting Engineer and support staff

Event Insurance (See insurance requirements below).

Utilize stage plot plans and/or technical riders provided by performing bands to ensure the quick transition between set changes.

Register as a City of Austin vendor

The Contractor shall comply with the Drug Free Workplace Act and the Americans with Disabilities Act (ADA).

4.2 City's Responsibilities

The City will provide:

Access to electrical power

Parking for sound production staff - 1 vehicle and 1 trailer

Green Room for production staff

Performance Contract

Agree, per the City of Austin Contract that payment will be mailed to the vendor address within 2-4 weeks after services, unless an ACH payment is accepted.

Specific Invoice Requirements

The City's preference is to have invoices emailed or mailed to the below address:

Invoices shall be submitted bi-weekly, after the conclusion of each summer camp session.

Invoices shall:

Be written in English.

Include a unique invoice number that will not be duplicated.

Include an Invoice date.

Include the Contractor's name.

Include the Contractor's address.

Include a description of the services provided, including dates and times.

Ensure that the Contractor name and address matches exactly the information provided in the City of Austin Vendor Registration System. Payment may be delayed for invoices that have incorrect vendor information.

Invoices received without all the required information cannot be processed and will be returned to the vendor.

For questions regarding invoices or payment, please contact the City Contract Manager.

Designation of Key Personnel

The City and the Contractor resolve to keep the same key personnel assigned to this engagement throughout its term. In the event that it becomes necessary for the Contractor to replace any key personnel, the replacement will be an individual having equivalent experience and competence in executing projects such as the one described herein. Additionally, the Contractor shall promptly notify the City and obtain approval for the replacement. Such approval shall not be unreasonably withheld. The Contractor's and City's key personnel are identified as follows:

Appendices/Exhibits

CBI memo

Standards of Care

Insurance

Scope of Work Guideline

The Scope of Work (SOW) is the basic framework for the resulting contract. It details what is required of the Contractor to satisfactorily perform the work. The success or failure of the contract can usually be linked to the thoroughness of the SOW. For a contract to be legal and binding, the SOW must be clear and concise.

Performance Based SOW vs Design SOW

A Performance SOW focuses on outcomes or results rather than process, while a Design SOW outlines how the contractor must perform. Performance based shifts some of the risks to the contractor since you are relying on the offeror's expertise to provide solutions.

2.0 Purpose

Include the purpose and objectives of the procurement and the end result. This is especially important in a performance-based SOW because the outcome or result is the focus of the contract.

Do not include in the SOW legal provisions (these are in the 0300), financial provisions (these are in the 0300/0400), contract administration provisions (i.e., cost estimates, methods of payment, degree of confidentiality, etc. These are in the terms and conditions), or solicitation requirements (i.e., required submittals, evaluation criteria, etc. Put these in the Instructions).

Example 1: The purpose of this contract is for a single entity to provide a membership-based bicycle-sharing service as part of a larger effort by the City to create a more sustainable transportation network by providing travel options, reducing vehicle miles traveled, improving air quality, mitigating congestion, and addressing the "first/last mile" with regard to public transit. The bicycle-sharing service is expected to support the City's growing density and the region's growing transit network. By providing a variety of mobility options and alternatives to travel by, and even ownership of, single-occupancy vehicles, the City intends to become more sustainable, livable, and affordable. The focus of this shared transportation service will be primarily the Downtown area its immediate environs.

Example 2: The purpose of this contract is to provide the City of Austin contract professionals with training, resources and tools in contract monitoring, contract administration, contract management, scope of work development, and industry best practices which will encourage a citywide standardization approach to contract management.

4.0 Background (Use if applicable)

Briefly discuss why the particular project is being pursued, the history of the project and how the project will relate to previous, ongoing, and future projects.

If applicable, discuss any known difficulties or constraints, and any techniques or methodologies that have been tried and were found ineffective.

If you need to provide more detailed background materials, list the materials and state where they can be reviewed.

Include any other work that must be completed before this project can begin.

Example 1: Austin lies at the heart of the rapidly growing Central Texas Region. The City and State of Texas Demographers project the region's population will grow by more than 1 million people in the next 25 years, while Austin's population will swell by 750,000. This growth presents both challenges and opportunities that can affect the livability, sustainability, and mobility of Austin and the region. Central Austin's existing transportation network is at capacity during peak hours and there are few opportunities to expand roadways, yet Austin's continued vitality - social, environmental, and economic depend on mobility. Central Austin needs improved mobility - person-moving capacity in the form of new and expanded modal options to meet the demands of continued economic and population growth. Bike-Share can become a critical part of the mobility solution.

Example 2: In October 2010 the City Auditor published the Performance Audit of Citywide Contract Management. The audit outlined three recommendations for improvement of the City's procurement activities: strengthen controls over the City's contracting practices by designing a standardized contracting process citywide, develop a citywide automated contract management system, and establish a standard contract monitoring process to ensure that the City is receiving all goods and services contracted for. The City of Austin Purchasing Officer concurred with all three recommendations, and the necessity of training for City contracting professionals became apparent.

5.0 Task/Requirements

What needs to be done? Make sure the scope and objectives as stated are consistent with the level of funding available. State the minimum requirements and the sequence in which work is to be performed. Unrealistic or unnecessary restrictive requirements are costly and may delay delivery. In most cases, allow contractor to devise and propose various approaches to satisfy the requirement. If a decision regarding the requirements cannot be made immediately, include a procedure by which the parties will mutually agree to in writing. Provide enough detail to allow prospective contractors to estimate costs.

Who will do what? Summarize actions to be performed by the contractor and the City and the results or products expected.

When it should be done? Deadlines for each task must be included. If work to be divided into phases, delineate each phase and make clear the relationship between the work in each phase and the specific project objectives/milestones.

Where it should be done? State, when applicable, the place or places where the work is to be performed and when travel may be necessary.

How contract performance will be measured? It is important that performance measures are reasonable and measurable. The cost will be influenced by the degree to which the contractor must determine the proper services and methods. If you believe you already possess the methods required for performance, you should weigh the cost benefit of making them available to the contractor, in a Design SOW, against the risk that the methods may not produce the satisfactory results.

Example 1: Contractor Responsibilities

The contractor shall:

Permitted Use: Contractor shall use and continuously occupy the Premises and bike share assets during the term of this Agreement for the purpose of operating and maintaining the bike share program for use by the public, and related and incidental purposes and programs. The premises and assets of the Bike Share Program shall only be used for the purpose and intent of the program as authorized by the City in accordance with the Contract.

Maximize Public Use: Contractor shall exercise diligence in using, managing, and operating the bike share program assets in a manner that maximizes public access1 utilization of the Premises and assets and is responsive to community feedback. Contractor shall exercise due diligence and good faith efforts in managing and operating the bike share program so as to minimize operating expenses and maximize operating revenues consistent with the uses permitted on the Premises and for the bike share program assets. Contractor in establishing and implementing its operating policies, may schedule not only those events that generate substantial direct revenue to the bike share program but also those events that produce less direct revenue but in contractor's good faith judgment, generate either a significant cultural, or other benefit public or otherwise serve the public interest; provided that contractor shall ensure the Premises and bike share assets are used for a public purpose that furthers the bike share program's mission and is in compliance with the Contract.

Fees: A proposed schedule of fees for memberships, other authorized fees, shall be submitted to the Board and the City as part of the Annual Report. The fees will be reviewed by the Board and the Board may request that the Contractor modify such fees. Said fees and charges shall bear a reasonable relation to fees charged for other similar programs and similar services, and shall be neither excessive nor grossly deficient by comparison; except that special provisions to assure access to the community shall be submitted to the City for written approval. Fees shall be posted on the Premises so as to be visible to the public. Contractor agrees to offer a fifty percent discount off annual membership prices to City employees. With each annual report to the Board and the City, contractor shall include the number of City employees with discounted memberships.

Example 2: Contractor Responsibilities:

Provide live instruction; including preparation, curriculum, and presentation time for three day customized coursework: City of Austin contract Monitoring, Administration, and SOW.

Prepare and provide student course guides and other printed materials for an estimated daily class size of 20-30 students per class with the requirement that each class has a 20 student minimum and a 35 student maximum attendance.

City Responsibilities:

Identify and coordinate the location and facility requirements for each training course and beat all costs associated with providing such location, as well as prepare the room layout.

Provide the following equipment and supplies: a projector capable of displaying PowerPoint presentations, projector screen or similar, seating chart and class roster (with the names of students, email addresses, job titles, and departments), two presentation flip charts and stands.

9.0 Deliverables/Milestones

Elements of a Deliverable/Milestone should include:

A description of the work that is expected from each task and at contract completion and specific data requirements,

A precise definition of the conditions and criteria that will be applied to determine that each task/requirement has been successfully completed and each deliverable has been accepted,

Test conditions, method or procedure to verify that deliverable meets the standard,

A method or process to monitor and/or ensure quality in the deliverable,

An acceptance process for each deliverable (specify testing, sampling, reviews, site visits, etc.),

A compensation structure that is consistent with the type and value of work performed (fixed fee, hourly, milestones, retainage)

A contractual remedy (if appropriate),

Reporting - when, what and how. Specify the preferred format of the reporting (excel, word, email, paper copy, etc.)

Example 1:

Example 2:

Writing Tips and Other Considerations

Avoid sentences which are unusually long, complex or convoluted.

Use the word "shall" to bind the Contractor and the word "will" to express City obligations.

Use active verbs, be consistent, and avoid redundancy.

Avoid ambiguous words such as should, might, reasonably, as needed, and etcetera.

Define abbreviations and acronyms.

Identify and quantify unknowns and alert the buyer to potential issues.