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Home My WebLink About08-10-1999 Agenda Item 4SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO.~ AGENDA ITEM MEETING DATE: AUGUST 10, 1999 CITY MANAGE] ORIGINATING DEPT.: CITY MANAGER DEPT. HEAD: SUBJECT: Proposal to replace the City CouncillPlanning 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 staffwill not proceed with further negotiations with Stage Lighting Concepts, or staffwill 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. JULY, 1999 J FaeRtc OPEN ~, ~~ SIDE VIED cir •a ror~•n~i idianc•r ~~~i .~~ inr c~T~ co~~c~~ ~~T STAGE LIGHTING CONCEPTS A SILICON VALLEY PRODUCTION COMPANY , c~ Date: August 4,1999 ~. Objective: Prod for the New,City Council "set" Attention: Larry I. Irlin, City Manager °~ James C. Vt~algr!en, AICP Community Development Director Please find the pr+eli design proposal for the New City CZtcl "set" in the city of Saratoga. The Schedul~ equipme~tt leers the spee~fied cc~roponents to accomplish the overall design concept. x. , The ensemble is compose~`of faeur different sections. tine inodu`lar display panel for the backdrop and graphics preseptatio~x,s, two recorderr's .desks, three interlocking back desks in a curved radius, and a custom de~.gned,lectern with adjustable elevation features. The modular display panel, the two recorder's desks, .and the three interlocking back desks will have twin caster wheetsy and green fabric ~teria~ agents. The modular display panel will be made of birch wood,. 2x4 framing, 3/4" ply, 1/4" cork board and n fabric material accents. Any exposed wood will have an-vii stain finish. The recorder'desks will consist of 3/4" birch plywood, l~unter greed larninant togs,. 2x2 trim, and g~ec~ fabric (burlap or upholstery type fabrici~. The movable desks will hive twin master rollers and any expose wood will have an~oil finish. Finely the ~ rear desks will be made of 3/4" torch ply, hunter green larrtit° top, 2x2 tri#ch wo~d tttim, and gt~ert fabrjc. They will also uiclude locks to hold ~n together, twi casters wheels, and agate any ~cposed wood will have an oil stain frti'ish. The desk will lave a radius curve bircli ply as per design, will interlock,: and"match t1~e~oth~Atwo ass per deign. Suggested material to be used: ~ch wl~od and trim., 3/4"ply, 2x4 and 2x2, laminant taps, polyester fabric with upholstery bac~tng, and nyloncaster wheels (twin wheel casters with locks). E f t Preliminary price estimate including .design, labor, ~iid Materials will not exceed $13,950.00. ~ ~ ~~ Terms: 50% = Deposit 25°k -Upon aelivei~* 25% -Net 30 days Thank you, ~~ Craig DeManty Stage Lighting Concepts ,,,~~~. r 3280 Edward Street Unit-C,Santa Clara, CA 95054 P.O. Box 4144 • Tel: (408) 988-0895 • Fax: (408) 988-8151 Musson Theatrical*'t'V*Fiim 890 Walsh Ave, Santa Cia~a, CA 95050 http;l/www___uason.com Sen+ices and EQwnniut for the Entertaenment Xndrrsby To: City of Saratoga Front: David Lindberg Jagtea Walgren lindberg~musson.com Phone: 408-888-1232 Phone: $00-843-2837 Fa~c 408-888-1280 Fax: 40&986-9552 Pages: 8 Date; July 15,1999 iZc: Sei Construction Contract CONTRACT FOR CONSTRUCTION OF' NEW SET PIECES FOR THE CITY OF SARATOGA'8 CITY COUNCIL ITEM 1: PRICE f~UOTAYION Quanti Description 1 ustom 3 'on City Council aWe , on roiling casters 1 Custom 3 Section Background, on rolling castsr6 2 Custom Side Tables (attach to Tabfe Set above, for attorneyhnanager and clerk) 10 Shure AMS74 Gooseneck Microphones (exclusively for the Shure AMS System) 1 Custom Audio WIHng of the Set Pieces 1 Custom Audio Whin from existin floor keno existi Audio Rack Terms: Net 30 days with PO FOB: Jobsits ITEM 11: MUS80N AGREES TO FURNOSH AND INSTALL EQUIPMENT QUOTED ABOVE SCOFF QF WORK: Musson Theatrioai, inc. shall custom fabricate the set pieces listed above (please see sketches). They shall be wir®d with permanently mounted gooseneck microphones that will interface with the existing proprietary Shure AMS automatic mic mixing system. The set pieces ahaN be assembled once by Musson in the City al: Seratoga's Community Theatre foc testing. Upon completion of testing, there will be a one time brieF training seminar outlining the operation af" the set pieces, slid microphones. After the training seminar, the City will assume Sole responsibility for the assembly and use of the set pieces. Ths existing lectern and front of stage mic inpuUrecord out shall not be modified, and are not covered by this scope of work. ITEM lit: TERMS AND CONDITIONS OF CONTRACT I N3TALlATION: Musson's installation staff wiq require the theatre to be free of equipment, classes and productions prior to of any work. in addition, our staff will need unreatrictsd access bo and from the theatre, and access t,s the nearest loading area. iNTERRUPT10N8: During installation the tlteatne and related area should be considered a construction zone. In the interest of public safety, Our staff' must have priority use of the theatre and related areas urdil the installation is complete. r~~ •a ror~•nhi ~eia~~•c ~~Gi •ri~inr ff scheduling problems arise, tlltrsson will make every etTort to work around ttwse needs, provided such conflicts are stated in writing aR least seven days prior to the instaUaticn date. ff Musson is not advised of such aonNicts, and as a result, the ir~staNation cannot proceed as scheduled-,a work ir~tertvptkm surcharge of $Sb.00 psr man/par hour rosy be assessed. C,~t~L 1GTS: Should there be any conflicts with tt~e above items. please contact Musson as s~oorl as possible ao that appropriate schedule aoconKnodatlons may be made. INSTRUCTION:. Upon Completion of the installation, Musson will provide a one time brief training seminar outliltinp operational irrstrvctions and maintenance procedures for the new equipment. It is e~ctnemely importeurd that a appropriate staff and m~ntenance personnel attend this seminar. WARRAf+CTY: Musson Theab~iral, loc. provides a one year warranty against defects of materials and woricniansl~ip. ®3f signing this document, both parties enter into a formal agreement to all items of the cond'aCt as outlined above. On behaff of ptusson Theatrical, loc. Lic. #554811: ~ David Lindberg td~'~ please sign 8- print name) Musson Tfi~lcal, inc. is a state tlceased stage equipment oontraMor. ~~~) ~avv~~~'~~ w~o,,~~ttJ ~c~ne~lc u.+,c.s CJ ~-~,,~-f ~~~ ~ f wr~c~~G~3 On behalf a~f The ~y of Saratoga: 1999 ~ ~~ ,~ rOr7 CAI