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Elkhart board authorizes solicitation for yearlong events sound-and-lighting contract
Summary
City staff won approval to solicit quotes or bids for a single sound-and-lighting contractor to serve large city events across 2026; staff said legal review will determine whether the process follows quote or formal bid rules and requested returning in January/February with bids.
City staff told the City of Elkhart Board of Parks and Recreation on Dec. 16 they want to package special events and solicit a single vendor to supply stage sound and lighting across 2026. "What we'd like to do is we'd like to go ahead and package all of our large events, and then try and have a company provide stage sound and lighting across the entire year for some savings," Matthew Moyers said.
Moyers asked the board to authorize opening a solicitation and said the plan is to solicit bids, open them in January and return for a final decision in February. Legal counsel cautioned that quotes and formal bids follow different procurement rules; a legal representative noted "a different set of requirements apply to quotes than to bids." Staff asked for approval to proceed with solicitation subject to legal review of the solicitation documents, and the board voted to accept the request for quotes/solicitation unanimously.
Staff said the intent is to consolidate event services to gain savings and simplify logistics; they will return with the solicitation documents and results of the legal review before awarding any contract.
