Title
CONTRACT K-1718-42: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND AUDIO VIDEO DESIGNS IN THE AMOUNT OF $43,971.43 FOR THE SOONER THEATRE AUDIO SYSTEM UPGRADE PROJECT AND ADOPTION OF RESOLUTION R-1718-41.
Body
BACKGROUND: The FYE 2018 Capital Improvement Budget includes the second year of a project for improvements to the Sooner Theatre, to be funded by Room Tax revenues. During the first year of the project, all 535 seats in the theatre were replaced and work was done to repair several interior surfaces associated with the seating areas. This work is similar to the work done over the past 10 years to replace the HVAC systems, facility carpets, stage drapes and to improve the architectural details in this historic space. All of these projects are done to keep the facility in good condition. We have been fortunate for many years to have a good partner in The Sooner Theatre, Inc., who uses the theatre to schedule live shows and stage productions as well as a busy schedule of special events. It has been over 20 years since the speakers in the theatre were purchased and installed during a major improvement project at The Sooner Theatre. Since then, there have been hundreds of performances at the Theatre, and the technology used for theatre sound has changed a great deal. Although the Theatre productions, and those who rent the theater all have their own sound boards and special production equipment, they all use the same speakers that are fixed structures that belong to the City of Norman during their shows. At this time, those speakers need regular repair because they are in bad condition, and they have started to fail in part or whole during shows. Also, more modern sound production technology often has limitations when connecting to the older speakers currently in the Theatre.
Replacing the speakers with new, more efficient and effective equipment will allow the Sooner Theatre, Inc., and those who rent the space to be able to provide a high-quality sound for their productions.
DISCUSSION: A project description, including all house speaker components and identification of the most acoustically challenging parts of the Theatre as it relates to quality sound was prepared by Park Planning staff in consultation with the production and operations staff at the Sooner Theatre and distributed for quotations. The lowest and best quotation was received from Audio Video Designs (AVD), in the amount of $43,971.43. This is a turn-key project below the competitive bid limit dollar amount requirements ($50,000; see City Code, Section 8-204.B.1). AVD has provided all the necessary affidavits and proof of insurance for the project. The work from AVD will also carry a three year warranty along with all of the relevant product warranties that will come with the new equipment.
The existing Room Tax project budget for the Sooner Theatre Improvements Project is $150,000. The remaining funds will be used on projects to renovate the dressing rooms, improve the rigging above the stage, design and install house performance lighting structures at the Theatre, by other contractors and contracts. Each project is a specialized type of work, and will be bid or quoted by such specialty contractors in the same manner that this work for the audio equipment was bid.
RECOMMENDATION: It is recommended that City Council approve Contract K-1718-42 with Audio Video Designs in the amount of $43,971.43 for the Sooner Theatre Audio Equipment Upgrade Project. It is also recommended that Resolution R-1718-41 be adopted, granting tax exempt status for the equipment purchases. Funding is available in the Room Tax Fund, Sooner Theatre Improvements Project, Construction (account 023-9814-452.61-01; project RT0087).