HomeMy WebLinkAbout08101999 Perlin Staff ReportSARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
AGENDA ITEM
MEETING DATE: AUGUST 10, 1999
CITY MANAGER:
ORIGINATING DEPT.: CITY MANAGER
DEPT. HEAD:
SUBJECT: Proposal to replace the City Council/Planning Commission stage set
RECOMMENDED MOTION(S):
Direct staff to negotiate a proposal for a new stage set with Stage Lighting Concepts
incorporating any specific desires of the City Council.
REPORT SUMMARY:
For several months, staff has been attempting to secure proposals from qualified vendors to
design and fabricate a new stage set for City Council and Planning Commission meetings in the
Civic Theatre. The current set is very old, falling apart, and not worth expending any additional
funds to attempt to repair it. It is also quite bulky compared to what is really needed which makes
it difficult to assemble, disassemble and store. Additionally, the chairs and staff tables could use
replacement as well.
Two firms which staff identified and has been talking to have submitted proposals (attached)
based on a conceptual design developed by staff. Based on the responsiveness of the firms, their
apparent ability to work with the City to refine the design to exactly what will be wanted, price
and reputation, it is staff' s recommendation that 1) further negotiations be conducted with Stage
Lighting Concepts to finalize a design and cost proposal, and 2) staff be authorized to issue a
purchase order for fabrication and delivery of a new stage set for up to an amount that, when
added to the cost of 11 replacement chairs, will not exceed $15,000, i.e. the amount of money
appropriated in the adopted budget for this purpose. A representative from Stage Lighting
Concepts will be available at your meeting to review their proposal with you, and to show color
and fabric samples. In the meantime, the Council should consider what it would like to see
incorporated into the design of a new stage set to make it as comfortable and functional for your
use as possible.
FISCAL IMPACTS:
None at this time. However, as noted, there is $15,000 appropriated in the adopted budget for
this purpose - 50% allocated in the City Council activity, and 50% allocated in Zoning
Administration for the Planning Commission's share of the stage set.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional
CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S):
Depends. Either staff will not proceed with further negotiations with Stage Lighting Concepts, or
staff will not be authorized to issue a purchase order as recommended.
FOLLOW UP ACTIONS:
A design and cost proposal will be finalized, and a purchase order will be issued.
ATTACHMENTS:
1. Staff design concept.
2. Proposal from Stage Lighting Concepts.
3. Proposal from Musson Theatrical, Inc.