Plano Stages venues operate as 3rd party rental facilities, as well as home to many Plano produced events. Most of these events require event security to act as ticket takers, crowd managers, and general safety personnel. In the entertainment industry, it is standard for the “house,” or the venue operator, to require their own Security contractor to provide security services. This ensures that the event has licensed, trained, and experienced security staff managing crowd safety at events. It also ensures the 3rd party event organizer cannot fail to provide the required event security. 

Based on expenditures of some of the larger events hosted by Plano Stages, it was determined to be in the best interest of the City to complete a bid process for an annual contract.  Initiating an annual contract results in efficiencies for the City and the awarded contractor (familiarity with City of Plano and policies).  Notification of this bid opportunity went to 312 vendors, we received five (5) responses to our request.  The recommendation for this award is to Whelan Event Staffing Services Inc., the lowest, responsive and responsible bidder.

If this contract is not awarded, security will continue to be hired on an event-by-event basis, thus reducing Plano Stages’ ability to hire professional security contractors familiar with Plano Stages venues. 

Funding for this item is available in the FY 2020-21 Creative Arts Budget. The total amount for this item is $130,648 for one (1) 3-year contract and four (4) 1-year optional renewals in the amount of $18,664 per contract year beginning in May 2021 (FY 2020-21 for five months at $7,777, FY 2021-22 at $18,664, FY 2022-23 at $18,664, FY 2023-24 at $18,664, FY 2024-25 at $18,664, FY 2025-26 at $18,664, FY 2026-27 at $18,664, and FY 2027-28 for seven months at $10,887).  The FY 2020-21 total estimated amount of $7,777 will leave a current year balance of $6,277 for future project expenditures.  All future year expenditures will be made within approved budget appropriations.

Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.

Funding for this item is available in the FY 2020-21 Creative Arts Budget. The total amount for this item is $130,648 for one (1) 3-year contract and four (4) 1-year optional renewals in the amount of $18,664 per contract year beginning in May 2021 (FY 2020-21 for five months at $7,777, FY 2021-22 at $18,664, FY 2022-23 at $18,664, FY 2023-24 at $18,664, FY 2024-25 at $18,664, FY 2025-26 at $18,664, FY 2026-27 at $18,664, and FY 2027-28 for seven months at $10,887).  The FY 2020-21 total estimated amount of $7,777 will leave a current year balance of $6,277 for future project expenditures.  All future year expenditures will be made within approved budget appropriations.

Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.