Contract 2020-060A#2020-60-A
AGREEMENT NO. FOR
ON -CALL AUDIO VISUAL SERVICES
THIS AGREEMENT, is made and entered into this .day of , ! u u 5-4-
2020, by and between the CITY OF CLERMONT, FLORIDA, a municipal corporation
under the laws of the State of Florida whose address is: 685 W. Montrose Street, Clermont,
Florida, (hereinafter referred to as "CITY"), and SHOW MASTERS PRODUCTION
LOGISTICS, INC., whose address is: 6340 Lake Worth Boulevard, #302, Fort Worth,
Texas 76135, (hereinafter referred to as "CONTRACTOR").
WHEREAS, the City of Clermont issue RFP 20-029 titled On -Call Audio Visual Services;
WHEREAS, CONTRACTOR submitted its response dated July 23, 2020 to RFP 20-029;
WHEREAS, CITY desires to award a contract to CONTRACTOR in accordance with the
terms and conditions of RFP 20-029 and CONTRACTOR's response thereto;
WITNESSETH: That the parties hereto, for the consideration hereinafter set forth,
mutually agree as follows:
ARTICLE I — SCOPE OF WORK
The CONTRACTOR shall furnish on -call audio visual services as described in CITY's
RFP 20-029 and CONTRACTOR's July 23, 2020 response thereto, which are expressly
incorporated herein and made a part of the Agreement Documents hereto and shall do
everything required by this Agreement and the Agreement Documents. Provided,
however, that nothing herein shall require CITY to purchase or acquire any items or
services from CONTRACTOR.
ARTICLE H — THE CONTRACT SUM
CITY shall pay CONTRACTOR, for the faithful performance of the Agreement as set forth
in the Agreement Documents and the Unit Price Schedule an amount in accordance with
the compensation schedule set forth in Exhibit "A", attached hereto and incorporated
herein.
ARTICLE III — PROVISION OF SERVICES AND COMPLETION OF WORK
1. The CONTRACTOR shall only provide to CITY audio visual services upon request
of an authorized CITY employee. Nothing herein shall obligate CITY to purchase
any specific amount of hours/services from CONTRACTOR or create an exclusive
purchase agreement between CITY and CONTRACTOR. CITY shall not be
obligated or required to pay for any items received until such time as CITY has
accepted the items in accordance with the order provided to CONTRACTOR.
2. CONTRACTOR, upon receipt of an order hereunder, shall immediately notify
CITY if it has an issue or question related to the fulfillment of the order or whether
there will be any delay in providing the items requested. Failure of
CONTRACTOR to so notify CITY will preclude CONTRACTOR from seeking
payment of any kind for any items that were delayed in delivery. Upon receipt of
notification of the delay, CITY may at its sole option cancel the order and seek the
items from any available source.
3. It is expressly understood and agreed that the passing, approval and/or acceptance
of any audio visual services herein by CITY or by any agent or representative as in
compliance with the terms of this Contract shall not operate as a waiver by the
CITY of strict compliance with the terms of this Contract and the CITY may require
the CONTRACTOR replace the accepted audio visual services so as to comply with
the warranties and specifications hereof.
4. COMPANY specifically acknowledges that this Contract does not bind or obligate
CITY to purchase any minimum quantity of product during the term hereof.
ARTICLE IV — TERM AND TERMINATION
This Agreement is to become effective upon execution by both parties, and shall
remain in effect for a period of three (3) years thereafter, unless terminated or
renewed as provided for herein.
2. Notwithstanding any other provision of this Agreement, CITY may, upon written
notice to CONTRACTOR, terminate this Agreement: a) without cause and for
CITY's convenience upon thirty (30) days written notice to CONTRACTOR; b) if
CONTRACTOR is adjudged to be bankrupt; c) if CONTRACTOR makes a general
assignment for the benefit of its creditors; d) CONTRACTOR fails to comply with
any of the conditions of provisions of this Agreement; or e) CONTRACTOR is
experiencing a labor dispute, which threatens to have a substantial, adverse impact
upon the performance of this Agreement, without prejudice to any other right or
remedy CITY may have under this Agreement. In the event of such termination,
CITY shall be liable only for the payment of all unpaid charges, determined in
accordance with the provisions of this Agreement, for work, properly performed
and accepted prior to the effective date of termination.
3. Upon mutual Agreement of the parties, this Agreement may be renewed for one (1)
additional three (3) year term. Sixty (60) days prior to completion of each extended
term of this Agreement, CONTRACTOR may request and the City may consider
an adjustment to price based on changes in the Producer Price Index (PPI).
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ARTICLE V — PAYMENTS
In accordance with the provisions fully set forth in the Contract Documents,
CONTRACTOR shall submit an invoice to CITY upon completion of the services and
delivery of products to CITY as set forth in the applicable purchase order. CITY shall
make payment to the CONTRACTOR for all accepted deliveries and undisputed products
delivered and services provided, within thirty (30) calendar days of receipt of the invoice.
ARTICLE VI — DISPUTE RESOLUTION - MEDIATION
1. Any claim, dispute or other matter in question arising out of or related to this
Agreement shall be subject to mediation as a condition precedent to voluntary
arbitration or the institution of legal or equitable proceedings by either party.
2. The CITY and CONTRACTOR shall endeavor to resolve claims, disputes and
other matters in question between them by mediation.
3. The parties shall share the mediator's fee and any filing fees equally. The mediation
shall be held in Clermont, Lake County, Florida, unless another location is mutually
agreed upon. Agreements reached in mediation shall be enforceable as settlement
Agreements in any court having jurisdiction thereof.
ARTICLE VII — INSURANCE AND INDEMNIFICATION RIDER
Worker's Compensation Insurance — The CONTRACTOR shall take out and
maintain during the life of this Agreement, Worker's Compensation Insurance for
all its employees connected with the work of this Project and, in case any work is
sublet, the CONTRACTOR shall require the subCONTRACTOR similarly to
provide Worker's Compensation Insurance for all of the subCONTRACTOR
employees unless such employees are covered by the protection afforded by the
CONTRACTOR. Such insurance shall comply with the Florida Worker's
Compensation Law. In case any class of employees engaged in hazardous work
under this Agreement at the site of the Project is not protected under the Worker's
Compensation statute, the CONTRACTOR shall provide adequate insurance,
satisfactory to the CITY, for the protection of employees not otherwise protected.
2. CONTRACTOR's Commercial General Liability Insurance — The
CONTRACTOR shall take out and maintain during the life of this Agreement,
Commercial General Liability and Business Automobile Liability Insurance as
shall protect it from claims for damage for personal injury, including accidental
death, as well as claims for property damages which may arise from operating under
this Agreement whether such operations are by itself or by anyone directly or
indirectly employed by it, and the amount of such insurance shall be as follows:
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(a) CONTRACTOR's Commercial General Liability, $1,000,000 Each,
($2,000,000 aggregate). Liability Coverages, Bodily Injury Occurrence, &
Property Damage Combined Single Limit
(b) Automobile Liability Coverages, $500,000 Each, Bodily Injury & Property
Damage Occurrence, Combined Single Limit
Insurance clause for both BODILY INJURY AND PROPERTY DAMAGE shall
be amended to provide coverage on an occurrence basis.
Indemnification Rider
(a) To the fullest extent permitted by law, the CONTRACTOR shall indemnify
and hold harmless the CITY and its employees from and against all claims,
damages, losses and expenses, including but not limited to reasonable
attorney's fees, arising out of or resulting from its performance of the Work,
provided that any such claim, damage, loss or expense (1) is attributable to
bodily injury, sickness, disease or death, or to injury to or destruction of
tangible property (other than the Work itself) , and (2) is caused in whole or
in part by any negligent act or omission of the CONTRACTOR, any
subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable, regardless of whether or
not such acts are caused in part by a party indemnified hereunder. Such
obligation shall not be construed to negate, abridge, or otherwise reduce any
other right to obligation of indemnity which would otherwise exist as to any
party or person described in this Article.; however, this indemnification
does not include the sole acts of negligence, damage or losses caused by the
CITY and its other contractors.
(b) In any and all claims against the CITY or any of its agents or employees by
any employee of the CONTRACTOR, any subcontractor, anyone directly
or indirectly employed by any of them or anyone for whose acts any of them
may be liable, the indemnification obligations under this Paragraph shall
not be limited in any way by any limitation on the amount or type of
damages, compensation or benefits payable by or for the CONTRACTOR
or any subcontractor under workers' or workmen's compensation acts,
disability benefit acts or other employee benefit acts.
(c) The CONTRACTOR hereby acknowledges receipt of ten dollars and other
good and valuable consideration from the CITY for the indemnification
provided herein.
ARTICLE VIII — NOTICES
All notices shall be in writing and sent by United States mail, certified or registered, with
return receipt requested and postage prepaid, or by nationally recognized overnight courier
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service to the address of the party set forth below. Any such notice shall be deemed given
when received by the party to whom it is intended.
CONTRACTOR: Show Masters Production Logistics, Inc.
6340 Lake Worth Boulevard, #302
Fort Worth, Texas 76135
Attn: Bill Hall, President
OWNER: City of Clermont
Attn: Darren S. Gray, City Manager
685 W. Montrose Street
Clermont, FL 34711
ARTICLE IX — MISCELLANEOUS
Attorneys' Fees — In the event a suit or action is instituted to enforce or interpret
any provision of this Agreement, the prevailing party shall be entitled to recover
such sum as the Court may adjudge reasonable as attorneys' fees at trial or on any
appeal, in addition to all other sums provided by law.
2. Waiver — The waiver by city of breach of any provision of this Agreement shall not
be construed or operate as a waiver of any subsequent breach of such provision or
of such provision itself and shall in no way affect the enforcement of any other
provisions of this Agreement.
Severability — If any provision of this Agreement or the application thereof to any
person or circumstance is to any extent invalid or unenforceable, such provision, or
part thereof, shall be deleted or modified in such a manner as to make the
Agreement valid and enforceable under applicable law, the remainder of this
Agreement and the application of such a provision to other persons or
circumstances shall be unaffected, and this Agreement shall be valid and
enforceable to the fullest extent permitted by applicable law.
4. Amendment — Except for as otherwise provided herein, this Agreement may not be
modified or amended except by an Agreement in writing signed by both parties.
Entire Agreement — This Agreement including the documents incorporated by
reference contains the entire understanding of the parties hereto and supersedes all
prior and contemporaneous Agreements between the parties with respect to the
performance of services by CONTRACTOR.
6. Assignment — Except in the event of merger, consolidation, or other change of
control pursuant to the sale of all or substantially all of either parry's assets, this
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Agreement is personal to the parties hereto and may not be assigned by
CONTRACTOR, in whole or in part, without the prior written consent of city.
7. Venue — The parties agree that the sole and exclusive venue for any cause of action
arising out of this Agreement shall be Lake County, Florida.
8. Applicable Law — This Agreement and any amendments hereto are executed and
delivered in the State of Florida and shall be governed, interpreted, construed and
enforced in accordance with the laws of the State of Florida.
9. Public Records — Contractor expressly understands records associated with this
project are public records and agrees to comply with Florida's Public Records law,
to include, to:
(a) Keep and maintain public records that ordinarily and necessarily would be
required by the CITY in order to perform the"services contemplated herein.
(b) Provide the public with access to public records on the same terms and
conditions that the CITY would provide the records and at a cost that does
not exceed the cost provided in this Florida's Public Records law or as
otherwise provided by law.
(c) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as
authorized by law.
(d) Meet all requirements for retaining public records and transfer, at no cost,
to the CITY all public records in possession of CONTRACTOR upon
termination of the contract and destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure
requirements. CONTRACTOR shall use reasonable efforts to provide all
records stored electronically must be provided to the CITY in a format that
is compatible with the information technology systems of the CITY.
(e) IF CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO CHE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTRACTOR SHALL
CONTACT THE CITY'S CUSTODIAN OF PUBLIC RECORDS AT
CITY CLERK'S OFFICE, (352) 241-7331.
ARTICLE X — AGREEMENT DOCUMENTS
The Agreement Documents, as listed below are herein made fully a part of this Agreement
as if herein repeated.
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Document Precedence:
1. This Agreement
2. Purchase Order / Notice To Proceed
3. An applicable Contractor Quote or Statement of Work
4. All documents contained in City of Clermont RFP 20-029 and any amendments
thereto.
5. CONTRACTOR's July 23, 2020 response to RFP 20-029.
IN WITNESS VVE�EOF,�t��arties hereto have executed this Agreement on
this, UrCtay of 12020.
City of Clermont
Gail L. Ash, Mayof
Show Masters Production Logistics, Inc.
By: t5t1,i, ikaU,
(Signature)
Bill Hall, President
(Name & Title Printed or Typed)
7
EXHIBIT A
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Show Masters Production Logistics, Inc.
P.O. Box 118108 Bill Hall, President
Carrollton TX 75011-8108 817-300-0539 (Mobile)
877-765-2267(Phone)
817487-4253(Fax)
Oniers@5howMasters.00m
SHOW MASTERS PROPOSED RATES FOR CLERMONT ARTS CENTER
Please see our rates proposed for the Clermont Arts & Recreation Center bid within this
document. Additionally, we wish to point out certain details that we consider to be essential
considerations in the matter.
Worker Classification:
We recognize that in a bidding situation, pricing is a significant consideration. The following
is some insight into the state of the live event production industry regarding labor pricing.
For the sake of comparing "apples to apples" in bid responses, please note that there is
a critical factor in first recognizing a production labor company that is classifying their
workers correctly. Proper worker classification is in ;accordance with the guidelines set forth
by the Intemal Revenue Service, which defines when a worker should be classified as a
W2 employee or a 1099 independent contractor.
There are many labor companies in our industry that choose to 1099 all their workers, using
loopholes and ambiguities in the IRS guidelines to avoid employer tax liabilities, such as
state and federal unemployment insurance and Social Security / Medicare employer matching.
The defining of all workers as 1099 contractors also enables an employer to evade compliance
with the Affordable Care Act and the Fair Labor Standards Act.
Further, there are many states joining a growing trend that are cracking down on worker
misclassification, and we believe the time will come when those that choose to not play by
the rules are held accountable. Such infraction would be dealt retroactively with a company,
so the penalty would be devastating. This is not Show Masters' motivation, however. We
choose to comply with the IRS guidelines because we choose to operate within the confines
of the law and compliance with employment standards. It makes us a good employer.
In considering all this in context with the bids received, please recognize that the practice
of misclassifying workers sets an uneven playing field, and low pricing you may see in
particular bids can be made possible through that employer's choice to not follow labor law.
To make the differentiation more difficult by viewing just the pricing, some companies that
misclassify their workers don't offer lower pricing, and simply take the revenue that would
otherwise go to employer tax and compliance obligations as profit.
Having stated this, we request, and with all due respect recommend, inquiry with your bidders
about their choices involving worker classification. It is often a largely overlooked subject that
has become a growing problem, and we feel that awareness about this matter is beneficial
to our clients, especially in a bid situation.
PROPOSALPAGE
33
The Pricing:
We want to set pricing that the clients of the venue will find enticing and affordable, but it's
not just the pricing that's critical, but how the pricing is applied. This makes the details of
minimums and overtime critically important, so the rates by themselves is incomplete without
specific guidelines.
We assess our pricing by starting with what we must have financially to afford reliable, skilled
and solid hands and technicians. Once the pay rates are assessed, we add all the costs of
doing business and operating as a responsible employer to determine our billing rates. This
means securing the best crew with the proper pay rates is our first consideration, and not the
other way around, where the crew gets what's left.
All said, when we won the current contract for On -Call Audio Visual Services at the venue, we
recognized the proposal was just that - a proposal - and as we did then, we recognize that
acceptance of a proposal can result in negotiations. In our current contract, we did what
we could to accommodate the budgetary needs for the project, and are certainly willing to
discuss again as necessary.
Technician Assessments:
The "Standard" technicians listed on page 2 of our rate sheet are the positions established for
regular usage of the in-house systems at the venue. For technical needs beyond the in-house
systems, such as advanced supplemental or substituted systems, we have the rate schedule
below. Such occasions are assessed on a job -to -job basis. See "Guidelines for Advanced
and Special Technician Rates" in the Billing Guidelines. We refer to this assessment as
the "Tech Assessment".
Crew Management Structure:
Please note that for crews of less than 20 members, we include a Crew Lead as one of the
members of the working crew, and at the billing rate of the position they are working. This
means that there is no price for a Crew Lead with this size of crew, and so our invoice will
not show billing for a Crew Lead. This may be handled differently with some labor vendors,
who bill for a Crew Lead with a Crew Lead rate. For crews of greater than 20, we do have a
dedicated Crew Lead in a supervisory role to manage the larger crew.
PROPOSALPAGE
34
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877.765.2267(Phone)
817-887.4253 (Fax)
OrderaaBhowMeateia.com
CLERMONT ARTS CENTER PROPOSED BILLING RATES:
Proposed u
PRODUCTION CREW
Standard Stage Hand:
Audio Hand Case Pusher Set Change Hand Truck Loader
Band Gear Hand General Hand Softgoods Hand Video Hand
Carpenter Hand Lighting Hand Staging Hand Wardrobe Hand/Dresser
(5 Hour Minimum)
REGULAR
1ST 8 HOURS
OVERTIME
2ND 8 HOURS
I DOUBLETIME
THEREAFTER
$29.70 /HR
$44.55 /HR
I $59.40 /HR
Spotlight Operator, Forklift Operator:
(5 Hour Minimum)
REGULAR
1ST 8 HOURS
OVERTIME
2ND 8 HOURS
I
I DOUBLETIME
THEREAFTER
$30.70 /HR
$46.05 /HR
I $61.40 /HR
Runner:
(Flat Day Rate)
DAILY
FLAT DAY RATE
$297.00 /DAY
STAGE MANAGEMENT
Crew Chief (Crews up to 19): Always in a position of one of the crew.
Supervisor (Crews 20 and greater):
(5 Hour Minimum)
REGULAR
1ST 8 HOURS
OVERTIME
2ND 8 HOURS
1
I DOUBLETIME
THEREAFTER
$37.20 /HR
$55.80 /HR
1 $74.40 /HR
PROPOSALPAGE
35 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING RATES:
Proposed July 23, 2020
RIGGING
Rigger Up, Rigger Down:
(5 Hour Minimum)
REGULAR
1ST 8 HOURS
OVERTIME
2ND 8 HOURS
1
DOUBLETIME
THEREAFTER
$39.32 /HR
$58.98 /HR
1 $78.64 /HR
Rigger Lead:
(5 Hour Minimum)
REGULAR
1ST 8 HOURS
OVERTIME
2ND 8 HOURS
I
I DOUBLETIME
THEREAFTER
$47.74 /HR
$71.61 /HR
I $95.48 /HR
TECHNICIANS
Assistant department technicians (Audio Assist, Lighting Assist, Video Assist Carpentry Assist,
Wardrobe Assist):
(5 Hour Minimums)
REGULAR
1ST 8 HOURS
OVERTIME
2ND 8 HOURS
I
I DOUBLETIME
THEREAFTER
$32.11 /HR
$48.17 /HR
$64.22 /HR
Lead department technicians & non -engineer operating positions (Audio Lead, Lighting Lead,
Carpentry Lead, Wardrobe Lead):
(5 Hour Minimums)
REGULAR
1ST 8 HOURS
OVERTIME
2ND 8 HOURS
I
DOUBLETIME
THEREAFTER
$38.75 /HR
$58.13 /HR
$77.50 /HR
Advanced Technician positions (Console Engineer & Programmer):
(5 Hour Blocks)
HALF DAY RATE
5 HOUR BLOCK
FULL DAY RATEI
10 HOUR BLOCK
OVERTIME
2ND 10 HOURS
I DOUBLETIME
THEREAFTER
$238.55 /'/:DR
$421.60 /DR
1 $63.24 /HR
1 $84.32 /HR
Special Technician positions (Teleprompter, Graphics, PowerPoint Jib Camera,
HairdresserdMakeup, Technical Director, Project Manager, Video Director, System Designer,
Video Blending EngineerlProjectionist, etc.):
(Call for rates & terms and ask about any other positions not listed above)
BILLING PRINCIPLE
Please note that the prices above are for the payment terms stated and represent base regular
time prices in their entirety. We do not impose an administrative percentage upon our rates,
as our administrative costs are built in to our prices.
See "Billing and Field Guidelines" for all details.
PROPOSAL PAGE
36 CONFIDENTIAL
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Show Masters Production Logistics, Inc.
P.O. Box 118108 Bill Hal, President
Carrollton TX 75011-8108 817-300.0539 (Mobile)
877-785-2287 (Phone)
817-887-4253 (Fax)
OrdersaShowMasters.com
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
DEFINITIONS:
Show Masters: All references to "Show Masters" refer to Show Masters Production Logistics, Inc.
Crew: All references to "crew" in these guidelines refer to persons supplied by Show Masters.
Labor Call: All references to "labor call" in these guidelines refer to all labor booked within a single
timeframe within an event that is billed on a single invoice.
Labor Order: All references to 'labor order" in these guidelines refer to all labor booked for an
event that is billed on a single invoice.
ORDERING LABOR / CHANGES TO CALL
Original labor order should be made as far in advance as possible and the Estimate and Contract
must be signed and returned.
Original Labor Order: Place original labor order with your Show Masters Representative, Show
Masters Main Office: 877-765-2267, Fax: 817-8874253, or Email: Orders@ShowMasters.com
Updates, Changes To Original Labor Order Before Labor Call: Place pre -call changes to labor
order using the above contact information.
Last Minute On -site Changes To Call: Place all on -site changes to labor call with on -site Show
Masters Crew Leadership or local representative.
Show Masters does its best to ensure crew continuity throughout an event. However, we are not
always able to guarantee crew continuity for a large crew after the original labor order has been
dramatically altered. In this event, we will indicate when this issue exists in critical crew positions.
For changes made before first labor call within 24 hours, it is highly recommended to speak to
your Show Masters representative or the Show Masters Main Office by phone and not to rely on
fax, email or voicemail. Also, please call to confirm that fax has been received when sending.
GUIDELINES FOR STANDARD CREW RATES:
Please note that the prices above are for the payment terms stated and represent base regular
time prices in their entirety. We do not impose an administrative percentage upon our rates,
as our administrative costs are built in to our prices.
Minimums: Minimums are defined as a minimum charge of time for a labor call. Use of minimums
are an industry standard.
Standard Crew: Includes the following positions: Stage Hands (Deck/Carpenter/propsNideo/
Audio/Lighting), Truck Loaders, Spotlight Operator, Wardrobe Dresser, Department Lead
Technicians/Board Operators, Assistant Technicians, Riggers. These positions are listed as
Standard Crew as they are anticipated to be the most commonly utilized positions at the
Clermont Arts 81 Recreation Center.
PROPOSALPAGE
37 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
GUIDELINES FOR STANDARD CREW RATES (continued) :
Runner: Billed on a flat day rate. The necessity of a specialized rental vehicle such as a large
capacity van will be with additional applicable costs.
Advanced and Special Technician Positions: Billed in 5 hour blocks (half day and full day) and
.are billable in 1 hour increments after 10 hours
All remaining crew positions: Billed on a 5 hour minimum and are billable in 1 hour -increments
after 5 hours.
If a break between calls is greater than two (2) hours, the second call will be considered as
a separate call and a new minimum will apply.
Overtime: Overtime is determined by multiplying the regular hourly rate by 1.5 and is subject to
the following:
Overtime for Advanced and Special Technician positions: Based on the number of hours
worked over 10 billable hours in a single day.
Overtime for all remaining crew positions: Based on the number of hours worked over
8 billable hours in a single day and hours worked between 12:00 AM (midnight) and 8:00 AM.
Paid but not worked hours are billed at regular time.
Forced Calls: (Turnaround Penalty) For purposes of Overtime, at least eight (8) hours must
elapse from the end of a call to the next days call for the call to be considered separate and
not an extension of the first call. If less than eight (8) hours elapses between calls from one
day to the next, the second call will be considered an extension of the first call for purposes of
calculating overtime hours. This applies to all Show Masters personnel.
Double Time: Double time is determined by multiplying the hourly rate stated in the Labor Service
Estimate (attached as an appendix hereto) by 2.0. Labor calls exceeding 20 billable hours will
be billed double time. This applies to all Show Masters personnel.
Designated National Holidays: All labor calls falling on New Year's Eve, New Year's Day, Easter
Sunday, Independence Day, Labor Day and Thanksgiving Day, are designated holidays to be
billed at Overtime rates up to 20 hours billable time. Christmas Day is billed at doubletime
rates up to 20 hours billable time. All labor calls exceeding 20 billable hours will be billed
double time. This applies to all Show Masters personnel.
FLSA Overtime: Any Show Masters personnel working in excess of 40 billable hours over the
course of a calendar week (Sunday through Saturday) for a single event will be billed at
Overtime rates. This does not apply to Advanced and Special Technician positions.
Meal Penalty Overtime: See Delayed Meal Breaks/Overtime Charges section below.
PROPOSALPAGE
38 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
GUIDELINES FOR ADVANCED AND SPECIAL TECHNICIAN RATES:
Advanced Technician Positions: These positions are technical specialists available when a
client requires a technician of a caliber suitable for larger or more complex systems. These
positions include, but are not limited to: Audio Engineer, Moving Lights Programmer, Camera
Operator, and V2. A Sound Board Op is not an Audio Engineer by title, though the Board Op
is in place for the in-house console, the Audio Engineer is available for advanced audio mixing
and operation.
Special Technician Positions: We maintain a structure of rates on the most common
technician positions, like Audio Engineer or Camera Operator, but we have a special category
for positions whose rates normally fluctuate between one individual and another. These
positions include, but are not limited to: Teleprompter, Graphics, PowerPoint, Jib Camera,
Hairdresser/Makeup, Technical Director, Project Manager, Video Director, System Designer,
Electronic News Gathering (ENG), Video Blending Engineer/Projectionist, etc. Rates are
quoted on a per job basis. Some of these positions also include variations to accessory
equipment packages that also contribute to the rate's fluctuation. Also, positions may be
billed on a 10 hour minimum based on availability and standards.
When we receive an order that requires a Special Tech position, we conduct what we call a
Tech Assessment. This is a conversation between the client and our Technician Personnel
Coordinator to assess the caliber of technician needed for each technical position, and is done
through discussion of the equipment involved, the role(s) of the technician and pricing. Once
the assessment is done, our Technician Personnel Coordinator reports the results back to our
Main Office, and the Quote is created and sent out. Additionally, it gives our Technician
Personnel Coordinator a head start to secure the right technician(s) for the job.
"As Ordered" Tech Billino for Advanced and Special Technician positions: Hours per labor call
will be billed as ordered plus however billing guidelines apply (minimums, etc.) unless the day's
call is prolonged.
Example 1: If an order for an Advanced/Special Technician is for 5 hours or less and he
gets the job done in less than the 5 hour half -day, the minimum is applied
and we invoice 5 hours.
Example 2: If an order for an Advanced/Special Technician is for more than 5 hours up
to 10 and he gets the job done within the 5 hour half -day, we bill as ordered
plus the applied billing guidelines, so we invoice 10 hours.
Please keep in mind that an accurate estimate of call time lengths when placing the labor order
establishes these terms and guarantees:
1) An Advanced/Special Technician booked for more than 5 hours up to 10 is guaranteed
available for 10 hours at very least and normally available if the call runs past 10 hours,
where overtime applies.
2) Advanced/Special Technicians booked for 5 hour half -days will be guaranteed available
for, at very least, 5 hours. If the call looks like it will run long, Show Masters Crew
Leadership will check the continued availability of the tech crew members for the
extension of the call and substitute, if necessary, upon client's approval.
PROPOSALPAGE
39 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
GUIDELINES ! DESCRIPTIONS FOR PERSONNEL:
Use of Personnel: Show Masters Production Logistics takes pride in the practice of not operating
in a strict, departmental fashion. Therefore, it is acceptable for client's representative to reassign
personnel without permission as needed for various jobs so long as the billing rates for the jobs
are identical. Reassignment of personnel with differing billing rates requires approval from
Show Masters Production in writing signed by the Show Masters Supervisor.
Client Requested Personnel: Client requested personnel may be personnel Show Masters would
not normally hire. It is in our policy to make our clients aware of a requested person's hiring
status in such a case. However, in our efforts to accommodate our clients, we make personnel
requests available and cannot be held responsible for substandard performance on behalf of
client requested personnel.
Direct Hire of Personnel: Show Masters invests a considerable amount of time, effort and training
to develop and maintain our employees. Client agrees in good faith not to solicit, induce, or direct
Show Masters employees to work independently of Show Masters.
Crew Leadership: Strong crew management onsite is considered critical to provide a smooth,
efficient, and organized service. This person shall record hours worked, handle personnel
issues and client relations.
Crew Chief: The Crew Chief works in a position as one of the crew for crews of up to 19 and is
the Show Masters primary representative in the venue. This position is not billed separately.
It appears on the invoice as one of the working crew.
Supervisor: The Supervisor works in a position in a supervisory role for crews of 20 or greater
and is the Show Masters primary representative in the venue. This position will be invoiced as
Supervisor, as opposed to being included as one of the working crew as Crew Chief is.
Stagehands:
Lighting Hand: Otherwise known as "Electrician", on either the deck or in the air, these personnel
hang lighting equipment, run and circuit cable, focus and gel lights and assist the Lighting Board
Operator with getting the lighting system show -ready.
Carpentry/Props Hand: This is a stagehand with general skills in stagecraft for the construction
of scenery and props on stage. The hands set the orchestra shells, set risers and chairs, lay
dance floors, set up quick change dressing rooms and work with pipe and drape.
Audio or Video Hand: These personnel are involved in the setup and strike of the audio or video
equipment, and assist the Audio Board Operator with getting the systems show -ready.
Truck Loader Hand: These personnel start with the loading in and out of any trucked -in equipment.
Truck loaders will remain on the call after the trucks are empty and assist on the deck until they
are not needed. Truck Loaders can be transferred to the load -in as hands after a short break.
It is common and even suggested, if acceptable to Client, for the truck loaders to wear T-shirts
during work in the back of the truck. Once the truck is unloaded, the truck loaders that become
regular crew on the load -in change into dress code for the job during that break.
PROPOSALPAGE
40 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
GUIDELINES i DESCRIPTIONS FOR PERSONNEL (continued) :
Spotlight Operator: These personnel operate the followspots during rehearsals and shows.
Normally, they take cues from the Lighting Board Operator or whomever is calling the shows
cues. As Client, it is important to make sure there is someone to call the cues if it requires
specific moves by the spots.
Runner: This person is able to provide transportation as needed. Duties include transportation
of show personnel around town to hotels or from hotels to the Clermont Arts & Recreation Center.
Duties also include transportation of show crew to and from local stores or businesses as
needed for emergency show purchases or repairs. The necessity of a specialized rental vehicle
such as a large capacity van will be at additional cost.
Wardrobe Dresser: This person assists performers with costume changes. Duties include
laundry services, such as washing, drying, folding or ironing clothing or costumes.
Technicians:
Audio Board Operator: This person is responsible for the operation of the sound system. Duties
include microphone selection, patching, audio cues and the mixing of the audio console during
rehearsal and show. As Client, it is important to make sure that the Audio Board Operator has
everything necessary for the rehearsals and show, such as cues, timing, music, microphone
use and recording needs, and in sufficient enough time beforehand to prepare. When providing
audio content such as music, the preferred format is a music CD. Other formats should be
approved before load in begins.
Audio Assist: This technical assistant to the Audio Board Operator is the eyes and ears on the
deck, acting as technician for the system while the Audio Board Operator is involved with the
console. They are often used to set gear, chase cable and dispense wireless microphones to
the performers. This position is of a higher technical caliber than an Audio Hand.
Lighting Board Operator: This person is responsible for the operation of the lighting system.
Duties include lighting focus, patching, programming of the lighting cues and running of those
cues during rehearsal and show. As Client, it is important to make sure that the Lighting Board
Operator has everything necessary for the rehearsals and show, such as cues and timing, and
in sufficient enough time beforehand to prepare.
Lighting Assist: Otherwise known as "Lighting Assist", this is the technical assistant to the Lighting
Board Operator, acting as technician for the system while the Lighting Board Operator is involved
with the console. This position is of a higher technical caliber than a Lighting Hand.
Wardrobe Department Lead: This person is a top -end wardrobe tech. Includes all the duties of
a Wardrobe Dresser, the Wardrobe Assist position and anything more. Show Kit available for
additional cost, based on its contents, such as a sewing machine. Needs for such equipment
should be addressed when placing the order for personnel needs.
Wardrobe Assist: This person is the standard caliber of wardrobe tech. Includes all the duties of
a Wardrobe Dresser position, plus the ability to sew, but not necessary to bring sewing machine
on site. Sewing repairs include, but not limited to: button repairs, zipper repairs, small rips and
tears in clothing and costumes.
PROPOSALPAGE
41 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
GUIDELINES I DESCRIPTIONS FOR PERSONNEL (continued) :
Ri in
Rigger Up: An Up Rigger is responsible for safely assessing, making, and checking the attachment
of any overhead, permanent or temporary, dynamic or static suspended loads to a building
structure or representation of a building structure.
Ricper Down: A Ground Rigger is responsible for assisting in the assembly of attachments, the
making of attachments, and the monitoring of the floor and all rigging details for the safety of all
concerned on any and all job sites.
Ringer Lead:. The lead of the rigging crew is responsible for making decisions in regard to rigging
design and/or load capacity of a building structure. The requirement of the rigging crew to have
a Lead Rigger is on a per job or per venue basis, with considerations including but not limited to
complexity of the rigging design, requirements of a client, equipment Show Masters may provide,
and extent of rigging/weight.
Normally, a minimum of three riggers is required, as the only person qualified to assist or backup
a rigger is another rigger. At very least, this would be a ground rigger and two up riggers.
These rigging guidelines are for the safety of all personnel, equipment, and facilities involved.
Therefore, they are not negotiable for budgetary adjustments. The only exception to this policy
is to be addressed prior to a job for a changeover or motor movement and is determined by the
Clermont Arts & Recreation Center.
RECORDING LABOR
Crew Sinn-In/Sion-Out: A sign-in/sign-out sheet, called a "Timesheet" will be provided for every
show/work environment to record all work times, dates, and personnel involved. The original
Timesheet will be used to produce the final invoice. At Client request, a copy of the Timesheet
will be provided. We require the client to sign each Timesheet to approve hours worked for
billing purposes.
BREAKS:
Breaks: Except in the case of a show or production, Crew Members are entitled to a 15 minute
break every 2-3 hours of consecutive work. It is at the crew's collective option only to take this
break or continue working. During a show, breaks are only appropriate during breaks in the
show or at the discretion of those running the show. If a break between calls is greater than
2 hours, the second call will be considered as a separate call and a new minimum will apply.
Excess breaks imposed by client that are not relevant to the break guidelines herein is considered
billable time.
PROPOSALPAGE
42 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
BREAKS (continued):
Meal Breaks: Meal Breaks will be provided and are required after 5 hours. It is at the crew's
collective option only to take a meal break or continue working. The crew may elect to complete
the job without a meal break if there is little time required to finish. Any meal break of one hour
or more will not be billed. Meal breaks of less than one hour are billed.
Delayed Meal Breaks/Overtime Charaes: If a meal break is established to take place after 5 hours,
and the meal break is delayed by the client, and not due to the show, charges of 1.5 times the
current rate will apply until meal break is taken. In such a case, a Meal Penalty Agreement will
be signed by both the client and the Show Masters Supervisor. A crews choice to not take the
Meal Break will waive the Meal Penalty.
Offsite Meal Breaks: Offsite Meal Breaks must be one hour in duration (to allow time for travel)
unless crew agrees to take a shorter meal break, which would be billed.
Client -Provided Meals: Client -provided meals to Crew must be of nutritional value in a volume
considered by the crew to be satisfactory within reasonable limits. If there is a vegetarian on
the crew, arrangements should be made to accommodate a vegetarian diet. Otherwise, the
vegetarian should be released for an Offsite Meal Break for one hour.
Water: If drinking water is not reasonably available to crew, (i.e. drinking fountains or other
consumable water), it must be provided to crew members per OSHA Regulation 1926.51. If
water is not provided, Show Masters will provide water to the crew and client will be billed.
Coffee, tea, sodas or other carbonated beverages are not an acceptable substitution for water.
CANCELLATIONS:
Labor Calls must be cancelled no later than twenty-four (24) hours before that labor call is to begin.
Failure to notify Show Masters of cancellation will result in a 4 or 5 hour minimum charge
(depending on the standard billing block of that particular crew member) for each member of
the crew labor call.
PAYMENT TERMS:
Payment terms for services directly to Clermont Arts & Recreation Center: Payment is to be
made in full within 30 days of the end of the job.
Payment terms for services to entity other than the Clermont Arts & Recreation Center:
Payment is to be made in full within 30 days of the end of the job, unless other arrangements
have been made due to poor payment history or collections concerns. These considerations
would be discussed with the Clermont Arts & Recreation Center.
Payments: Payments should be made out to: "Show Masters"
Onsite to: Show Masters Crew Leadership Representative or Upper Management
Postal Mailed to: Show Masters, P.O. Box 118108, Carrollton, Texas 75011-8108
Overnighted to: Show Masters, 3960 Valez Drive, Carrollton, Texas 75007
Wired payments: Contact us at 877-765-2267 for details.
PROPOSALPAGE
43 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
PAYMENT TERMS (continued) :
Invoice Disputes: Disputes with the invoice must be made to Show Masters' Main Office within
48 hours after receipt of invoice.
Past Due Invoices: (invoices unpaid beyond the agreed upon terms) are subject to an interest
charge of 1%% interest (18% per annum) on the existing balance due. Interest, therefore, is
compounded monthly until balance is paid.
Returned Payments: Returned checks will be assessed a $30 return fee.
INSURANCE:
Show Masters maintains a general comprehensive liability policy with a limit of one million dollars
($1,000,000.00) per occurrence with a two million dollar ($2,000,000.00) general aggregate limit.
Show Masters also maintains a hired/non-owned automotive liability policy with a limit of one
million dollars ($1,000,000.00) per occurrence. Show Masters also holds a worker's
compensation and general liability policy for its employees.
Indemnification: All parties shall agree to indemnify and hold harmless any of the other parties
and their respective present and future subsidiaries, partners, officers, directors, employees,
shareholders, agents, successors and assigns, from and against, any and all losses, liabilities,
damages, claims, demands, suits, and judgments, including without limitation, attorneys' fees
and the costs of any legal action, arising solely out of: (i) any act or omission of the indemnifying
party related to the performance of its duties pursuant to this agreement, (ii) the negligence or
intentional misconduct of the indemnifying party, its officers, employees, or agents in connection
with this agreement, and, (iii) any breach of this agreement by the indemnifying party and all
costs incurred by any other party ore related entity (including, but not limited to, attorneys' fees)
as a result of any breach of this agreement or the enforcement of this agreement against the
indemnifying party.
PROPOSALPAGE
44 Cr
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
MISCELLANEOUS
The remaining language is our standard legal section that is a part of what goes to our clients
as a service contract. It is as subject to discussion as anything else is in this proposal.
Entire Agreement: This Agreement, including the exhibits and schedules hereto (which are
incorporated by reference herein and constitute a part hereof) contains every obligation and
understanding among the Parties relating to the subject matter hereof and merges all prior
discussions, negotiations and agreements, if any, among them, and none of the Parties
shall be bound by any conditions, definitions, understandings, warranties or representations
other than as expressly provided or referred to herein.
Binding Effect: This Agreement shall be binding upon and inure to the benefit of the Parties hereto
and their respective successors, heirs, personal representatives, legal representatives, and
permitted assigns.
Waiver and Amendment: Any representation, warranty, covenant, term or condition of this
Agreement which may legally be waived, may be waived, or the time of performance thereof
extended, at any time by the Party hereto entitled to the benefit thereof, and any term, condition
or covenant hereof (including the period during which any condition is to be satisfied or any
obligation performed) may be amended by the Parties hereto at any time. Any such waiver,
extension or amendment shall be evidenced by an instrument in writing executed by the
appropriate Party or on its behalf by an officer authorized to execute waivers, extensions or
amendments on its behalf. No waiver by any Party hereto, whether express or implied, of its
rights under any provision of this Agreement shall constitute a waiver of such Parry's rights
under such provisions at any other time or a waiver of such Party's rights under any other
provision of this Agreement. No failure by any Party hereto to take any action against any
breach of this Agreement or default by another Party shall constitute a waiver of the former
Party's right to enforce any provision of this Agreement or to take action against such breach
or default or any subsequent breach or default by such other Party.
No Third Party Beneficiaries: Nothing expressed or implied in this Agreement is intended, or shall
be construed, to confer upon or give any Person other than the Parties hereto and their respective
heirs, personal representatives, legal representatives, successors and permitted assigns, any
rights or remedies under or by reason of this Agreement.
Severability: If any one or more of the provisions contained in this Agreement shall be declared
invalid, void or unenforceable, the remainder of the provisions of this Agreement shall remain in
full force and effect, and such invalid, void or unenforceable provision shall be interpreted as
closely as possible to the manner in which it was written.
Headings: The section and other headings contained in this Agreement are for reference purposes
only and shall not affect the meaning or interpretation of any provisions of this Agreement.
PROPOSALPAGE
45 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
MISCELLANEOUS (continued) :
Governing Law: This Agreement shall be construed and enforced in accordance with the laws of
the State of Texas, regardless of the jurisdiction in which enforcement is sought, without reference
to the choice of law principles thereof.
Venue: Jurisdiction: If, notwithstanding the provisions of the Arbitration/Mediation requirements
of this document, any litigation is to be instituted regarding this Agreement, it shall be instituted
in the state and federal courts located in Dallas County, Texas, and each Party irrevocably consents
and submits to the personal jurisdiction of such courts in any such litigation, and waives any
objection to the laying of venue in such courts. Service of process in any such litigation shall be
effective as to any Party if given to such Party by registered or certified mail, return receipt requester
or by any other means of mail that requires a signed receipt, postage prepaid, mailed to such Party
as provided in this Agreement. Any litigation on a state level between Show Masters and the City of
Clermont will take place in Lake County, Florida and all litigation in federal courts shall take place in
Central Florida.
Further Assurances: The Parties shall deliver any and all other instruments or documents required
to be delivered pursuant to, or necessary or proper in order to give effect to, all of the terms and
provisions of this Agreement.
Mediation: Arbitration: All claims arising under this Agreement which the Parties are unable to
settle shall be submitted for mediation by a mediator mutually acceptable to the Parties involved
in such claim. It shall be a condition to the right of the Parties to commence an arbitration
proceeding with respect to any claim that each Party shall have made a good faith effort to resolve
the dispute through a mediation proceeding as provided in the preceding sentence. Any and all
claims arising under this Agreement which the Parties are unable to settle by mutual agreement
or mediation as provided above shall be resolved by binding arbitration pursuant to the Commercial
Arbitration Rules of the American Arbitration Association as in force at the time ("AAA").
Any claim, action, dispute or controversy of any kind arising out of or relating to this Agreement
or concerning any aspect of performance by any Party under the terms of this Agreement that is
not resolved by the mediation process set forth above ("Dispute") shall be resolved by mandatory
and binding arbitration administered by the AAA pursuant to the Federal Arbitration Act (Title 9
of the United States Code) in accordance with this Agreement and the then -applicable Commercial
Arbitration Rules of the AAA. To the extent that any inconsistency exists between this Agreement
and the foregoing statutes or rules, this Agreement shall control. Judgment upon the award
rendered by the arbitrator acting pursuant to this Agreement may be entered in, and enforced by,
any court having jurisdiction absent manifest disregard by such arbitrator of applicable law, provided,
however, that the arbitrator shall not amend, supplement or reform in any manner any of the rights
or obligations of any Party hereunder or the enforceability of any of the terms of this Agreement.
Any arbitration proceedings under this Agreement shall be conducted in Dallas County, Texas
before a single arbitrator being a member of the State Bar of Texas for no less than ten (10) years
and having recognized expertise in the field or fields of the matter(s) in dispute.
PROPOSALPAGE
46 CONFIDENTIAL
CLERMONT ARTS CENTER PROPOSED BILLING AND FIELD GUIDELINES:
MISCELLANEOUS (conrinued) :
After first exhausting the mediation process set forth above, upon the request by written notice
delivered in accordance the Agreement from any Party, whether made before or after the institution
of any legal proceeding, but prior to the expiration of the statutory time period within which a
Party must respond upon receipt of valid service of process in order to avoid a default judgment,
any Dispute shall be resolved by mandatory and binding arbitration in accordance with the terms
of this Agreement. Within ten (10) days after a Party's receipt of such notice, the Parties shall
agree upon a qualified arbitrator. If the Parties cannot agree within such 10-day period, an arbitrator
shall be appointed by the AAA. If a replacement arbitrator is necessary for any reason, such
replacement arbitrator shall be appointed by the AAA.
All statutes of limitation that would otherwise be applicable shall apply to any arbitration proceeding.
Any attomey-client privilege and other protection against disclosure of privileged or confidential
information including, without limitation, any protection afforded the work -product of any attorney,
that could otherwise be claimed by any Party shall be available to, and may be claimed by, any
such Party in any mediation or arbitration proceeding. No Party waives any attorney -client privilege
or any other protection against disclosure of privileged or confidential information by reason of
anything contained in, or done pursuant to, the mediation or arbitration provisions of this Agreement.
The arbitration shall be conducted and concluded as soon as reasonably practicable, based on
a schedule established by the arbitrator. Any arbitration award shall be based on and
accompanied by findings of fact and conclusions of law, shall be conclusive as to the facts so
found and shall be confirmable by any court having jurisdiction over the Dispute, provided that
such award, findings and conclusions are not in manifest disregard of applicable law. The
arbitrator shall have no authority to make any ruling, finding or award that does not conform to
the terms and conditions of this Agreement.
Each Party shall bear its own expenses, including, without limitation, expenses of counsel incident
to any mediation or arbitration. The expenses of the arbitrator and the AAA shall be borne equally
by the Purchaser, on one hand, and the Sellers, on the other hand. The arbitrator shall have the
power and authority to award expenses to the prevailing Party if the arbitrator elects to do so.
In order for an arbitration award to be conclusive, binding and enforceable under this Agreement,
the arbitration must follow the procedures set forth in the portions of this Agreement relating to
such arbitration and any award or determination shall not be in manifest disregard of applicable
law. The obligation to mediate or arbitrate any Dispute shall be binding upon the successors
and assigns of each Party.
PROPOSALPAGE
47 CONFIDENTIAL
SECTION — J
SIGNATURE PAGE
By signing this section the respondent certifies that:
1. It satisfies all legal requirements (as an entity) to do business with the City.
2. The undersigned respondent acknowledges that award of a contract may be
contingent upon a determination by the City and that the respondent has the
capacity and capability to successfully perform the contract.
3. The proposer hereby certifies that it understands all requirements of this
solicitation, and that the undersigned individual is duly authorized to execute this
proposal document and any contract(s) and/or other transactions required by
award of this solicitation.
Purchasing Agreements with Other Government Agencies
This section is optional and will not affect contract award. If the City of Clermont awarded
your company, would your company sell under the same terms and conditions, for the
same price, to other governmental agencies in the State of Florida? Each governmental
agency desiring to accept to utilize this contract shall be responsible for its own urchases
and shall be liable only for materials or services ordered and received by it. LjYes a*
No (Check one)
* Cost of living varies around the state
By signing below, the respondent agrees to all terms, conditions, and specifications as stated in this solicitation, and is
acting in an authorized capacity to execute this response. The respondent also certifies that it can and will provide and
make available, at a minimum, the items set forth in this solicitation.
Company Name (print): Show Masters Production Logistics, Inc.
Street Address: 6340 Lake Worth Boulevard #302, Fort Worth, Texas 76135
Mailing Address (if different):
Telephone: 8 1 7-300-0539 Fax:
Email: Bill.Hall@ShowMasters.Com Payment Terms: - %- days, net 30
FEIN: 02 _ 0544767 Professional. License No.: Florida DOC# F07000000532.
Signature:
Print Name: Bill Hall
Date: July 22, 2020
Title: President
I Does the respondent accept payment using the City's MASTERCARD? El Yes" ❑ No
** Via PayPal with a 3% Swipe Fee
Page 1 of 1
PROPOSALPAGE
60
SECTION — B
STATEMENT OF WORK
The purpose of this RFP is to acquire the services of a professional company to
provide on -call technical services for audio, lighting, and video for City functions
and special events. Successful respondent must be proficient in all phases of
audio, lighting and video production for live events.
Meetings and special events may be held during work hours of Monday through
Friday, 8-5 PM, during after work hours, and on weekends. A technician or a group
of technicians will be required based on the type of event. Technicians should be
scheduled consistently is the venue so they become familiar with the venue
practices and procedures. Hours of operation will also be determined based on
event requirements.
1 —TECHNICAL STAFFING POSITIONS
• Stage Hand positions — audio, lighting, video, carpentry, deck, loader,
wardrobe, general
• Spotlight Operator
• Assist (2nd) positions — audio, lighting, video, carpentry, wardrobe
• Lead positions — audio, lighting, video, carpentry, wardrobe
• Engineer positions — audio, video, lighting
2 — VENUE SPECIFIC REQUIREMENTS
• Lighting personnel must be comfortable operating from heights in excess of
20 feet.
• Lighting Leads and Engineers must be familiar with the ETC family of
consoles.
• Audio Leads and Engineers must be familiar with the Behringer family of
consoles.
3 — JOB DESCRIPTION
3.1 Stacehands:
• Lighting Hand: Otherwise known as "Electrician", on either the deck or in the
air, these personnel hang lighting equipment, run and circuit cable, focus
and gel lights and assist the Lighting Board Operator with getting the lighting
system show -ready. Must be comfortable with heights over 20 feet.
RFP No: 20-029
Page 10 of 25
SECTION — B
STATEMENT OF WORK
• Carpentry/Deck Hand: This is a stagehand with general skills in stagecraft
for the construction of scenery and props on stage. The hands set the
orchestra shells, set risers and chairs, lay dance floors, handle ballet Barres,
set up quick change dressing rooms and work with pipe and drape.
• Audio or Video Hand: These personnel are involved in the setup and strike
of the audio or video equipment, and assist the Audio Board Operator with
getting the systems show -ready.
• Loader Hand: These personnel start with the loading in and out of any
trucked -in equipment. Loaders will remain on the call after the trucks are
empty and assist on the deck until they are not needed. Loaders may be
transferred to the load -in as hands.
• Wardrobe Hand: This person assists performers with costume changes.
Duties include laundry services, such :as washing, drying, folding or ironing
clothing or costumes.
• Spotlight Operator: These personnel operate the followspots during
rehearsals and shows. Normally, they take cues from the Lighting Board
Operator or whomever is calling the shows cues. Must be able to climb
scaffolding and be comfortable with heights over 20 feet.
3.2 Technicians
• Audio Lead: This person is responsible for the operation of the sound
system. Duties include microphone selection, patching, audio cues and the
mixing of the audio console during rehearsal and show.
• Audio Assist: This technical assistant to the Audio Lead is the eyes and ears
on the deck, acting as technician for the system while the Audio Lead is
involved with the console. They are often used to set gear, chase cable and
dispense wireless microphones to the performers. This position is of a higher
technical caliber than an Audio Hand.
• Lighting Lead: This person is responsible for the operation of the lighting
system. Duties include lighting focus, patching, programming of the lighting
cues and running of those cues during rehearsal and show.
• Lighting Assist: This is the technical assistant to the Lighting Lead, acting as
technician for the system while the Lighting Lead is involved with the
console. This position is of a higher technical caliber than a Lighting Hand.
RFP No: 20-029
Page 11 of 25
SECTION - B
STATEMENT OF WORK
• Video Lead: This person is responsible for the operation of the video system.
Duties include camera setup, cabling, switching, graphics, distribution,
signal flow, recording, image resolutions and projection.
• Video Assist: This is the technical assistant to the Video Lead, acting as
technician for the system in conjunction with the Video Lead. This position
may operate a camera, or switcher. This position is of a higher technical
caliber than a Video Hand.
• Wardrobe Lead: This person is the standard caliber of wardrobe tech.
Includes all the duties of a Wardrobe Hand position, plus the ability to sew,
but not necessary to bring sewing machine on site. Sewing repairs include,
but not limited to: button repairs, zipper repairs, small rips and tears in
clothing and costumes.
• Wardrobe Assist: This person is the assistant to the Wardrobe Lead.
Includes all the duties of a Wardrobe Hand position, plus the ability to sew.
This position is of a higher technical caliber than a Wardrobe Hand.
END OF SECTION - B
RFP No: 20-025
Page 12 of 25