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CONTRACT K-1617-78: A CONTRACT BY AND BETWEEN PERFORMANCE SURFACES THROUGH THE NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE IN THE AMOUNT OF $101,233 FOR THE PURCHASE AND INSTALLATION OF 535 NEW THEATRE SEATS FOR SOONER THEATRE.
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BACKGROUND: During the Fiscal Year Ending 2017 budget process, City Council approved a project for seat replacement and other interior renovations for the Sooner Theatre. The original seats in the theater were destroyed in the years before the City of Norman came into possession of the Theatre. The seats currently in the theatre are a combination of seats salvaged from a movie theatre in the 1990’s when it was being demolished, and balcony seats of an unknown origin that were replaced in the 1950’s or 1960’s, when the Sooner was a movie theatre. The original Chicago-based seat manufacturer from 1929 is no longer in business, and research into getting reproductions made of the original seats showed that option to be cost-prohibitive.
The existing seats are in poor condition, due to continuous use by audiences attending live theatre, concerts and special events. Several different rounds of improvements have been done over the past decades to improve operation and function of the mechanical systems, dressing room spaces, offices, sweet shop, carpet, stage rigging and curtains, roof, sign, box office, fixtures and finishes in the theatre. Before moving on to final improvements to the lighting system, stage and wing spaces, and architectural details at the Sooner, we intend to upgrade the seats via this project, in order to make a noticeable upgrade to the audience experience at the theatre.
DISCUSSION: The National Intergovernmental Purchasing Alliance (NIPA) is a procurement source for governmental agencies, a subdivision or lead agency of which is the State of Oklahoma. All vendors contracted with National IPA are those offering the best prices to governmental entities and who meet the criteria required of competitive bidding. For the fixed seating industry, NIPA’s contract (#2010000070) is with Irwin Seating Company (Grand Rapids, Michigan), whose local representative is Performance Surfaces (Oklahoma City), and is valid through 2017.
Section 8-204 (b) (4) of the City of Norman Code states
“Excepted from the requirement of competitive bidding are the purchases of or contracts for: (4) Supplies, materials, equipment, or contractual services when purchased at a price not exceeding a price set therefor by the state purchasing agency or any other state agency authorized to set prices for things purchased by the state.”
We have met with representatives from both Irwin and Performance Surfaces along with the Sooner Theatre staff to review samples of seat types, upholstery styles, material and color choices for seat backs, arms, aisle and seat markers, row end styles, seat style and performance standards, installation angles, demolition methods, project timing, and warranties.
There is a significant lead-time involved with producing theatre seats and scheduling their installation, due to the physical volume of such products; which make it necessary to order seats well in advance of delivery. This process is also affected by the need to schedule installation during a time when the theatre has no events or shows booked into the space. We intend to place the seat order at this time and schedule the installation of the seats in May, 2017, when the current Sooner Theatre season ends and before their summer Studio productions begin. This will allow the stage to be completely cleared so it can be used by the installer to store and prep all of the seats as the floor is properly prepared for the new attachment hardware.
The total Irwin/Performance Surfaces proposal is for $101,233; including removal and replacement of 535 seats on the main floor and in the balcony, with optional added lumbar support features, wood armrests, donor plaques for the front section of seats, “period” aisle ends to complement the Spanish Gothic architecture of the building, and 4 ADA transfer arm ends in selected locations in the theatre. The budget for this year’s projects at the theatre is $225,000, which includes the seat replacement along with upgrades to the light rigging and lighting standards in the space and work on the waterproofing in the basement/dressing rooms below the main stage. In order to place the seat order for installation when the theatre is not booked, we would like to move forward with this purchase and continue with the other work this winter and spring. Funding is available in the Room Tax Fund, Sooner Theatre Seat Replacement and Interiors, Construction (account number 023-9814-452.61-01; project RT0087).
RECOMMENDATION: It is recommended that City Council approve Contract K-1617-78 with Performance Surfaces to remove the existing 535 seats and provide and install 535 new seats in the amount of $101,233, for the Sooner Theatre for the Parks and Recreation Department.