HomeMy WebLinkAbout2002-01-29 Council Meeting Agenda and ReportsI S Corporation of the District of Maple Ridge SPECIAL COUNCIL MEETING A GENDA January 29, 2002 6:00p.m. Council Chamber MEETING DECORUM Council would like to remind all people present tonight that serious issues are decided at Council meetings which affect many people's lives. Therefore, we ask that you act with the appropriate decorum that a Council Meeting deserves. Commentary and conversations by the public are distracting. Should anyone disrupt the Council Meeting in any way, the meeting will be stopped and that person's behavior will be reprimanded. Note: This Agenda is also posted on the Municipal Web Site at www.rnapleridge.org CALL TO ORDER EQUIPMENT CONTRA CTA WARD - ARTS CENTRE Staff report dated January 25, 2002 recommending awarding of a contract. ADJOURN QUESTIONS FROM THE PUBLIC Page 1 CORPORATION OF THE DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Al Hogarth DATE: January 25,2002 and Members of Council FILE NO: FROM: Chief Administrative Officer ATTN: Special Council SUBJECT: Theatre Equipment Purpose: Recently the District received notification of a Federal Grant of $826,000 for theatre equipment. An additional $686,000 has been confirmed. When staff applied for the Cultural Spaces Canada Grant the project officer requested that the District complete tendering and obtain prices since they wanted to complete as much of the work as possible in the current fiscal year (ending on March 31st) It has been confirmed that the District is not required to spend all of the funding by that time but we have been asked to do as much work as possible by that date. In addition the contractors are asking for shop drawings from the equipment suppliers in order to complete their design work. Staff were not previously able to recommend the award of the contracts since the federal grant had not been confirmed. The prices we have obtained are open for acceptance by the end of January. Since the funding is now in place staff wish to recommend the following contracts be awarded. Recommendation(s): That the contract for the the supply and installation of Theatre Seating be awarded to the low bidder, Irwin Seating Company Inc., for the bid price of $139,209.95 That the contract for the supply and installation of Theatre Stage Curtains and Rigging be awarded to the low bidder, William F. White Ltd., for the bid price of $328,192.30 That the contract for the supply and installation of Theatre Audio Systems be awarded to the low bidder, Pro Sound and Stage Lighting, for the bid price of $245,968.79 Background: Tender documents were prepared by the District's Theatre Technical Consultant and sent to several pre-qualified bidders from whom sealed bids were received. This approach has been taken given the technical nature of the work involved and the desire to ensure the -work is performed by experienced contractors. All of the bid prices received are attached for reference. Additional tenders have been received for the Theatre Lighting System. The supplier has confirmed the price for this contract will be open for acceptance for another two months. We will award the contract once additional fundraising has been completed. We are advised that shop drawings for this equipment are less critical to the current phase of construction than the other contracts noted above. Intergovernmental Issues: The Federal Grant requires that staff proceed with at least some of the purchasing at this time during the current Federal budget fiscal year. Environmental Implications: N/A Citizen/Customer Implications: Staff have consulted with representatives from the Arts Council on the equipmentpurchases. Interdepartmental Implications: N/A Financial Implications: The total of the equipment purchases awarded to date including those listed above is $857,371. An additional $460,000 is required for dimmer systems and special conduit. The lighting we have already tendered will total $134,824.00. These represent the majority of the systems which must be purchased at this stage of the construction. They also represent a solid but basic technical system. The total of these items ($1,452,195) is below the funding raised to date of$1,512,000. Additional items are required to equip the facility and these will be dependent upon the fundraising campaign. Alternatives: The only alternative is to defer the equipment purchasing to a later date once all of the required equipment funding is in place. The result would be increased costs related to the delay in producing shop drawings and coordinating construction. We would also not meet our obligation to complete at least some of the work in the current Federal fiscal year as we have been requested to do and may experience increased costs through a second bidding process. Sn mmary: This is the most appropriate time to proceed with the award of the contracts for the reasons noted above. Preqared by: Mike Murray, General Manager: Community Development, Parks and Recreation Appr Id by: Robert W. Robertson, AICP, MCIP Chief Administrative Officer Arts Centre & Theatre Bids Theatre Seating —3 bids Irwin Seating Company Inc. Ducharme "Comfort Version IF' (Centaur) Seating Concepts (C.P. Distributors) Theatrical Lighting System —3 bids Christie Lights Westsun Ltd. William F. White Ltd. $139,209.95 $146,607.68 $173,975.00 $149,149.50 $135,217.65 $134,824.87 I I . Theatre Stage Curtains & Stage Rigging —2 bids Westsun Ltd. $404,223.51 William F. White Ltd. $328,192.30 Theatrical Audio System —4 bids Rocky Mountain Sound $246,289.20 Pro Sound & Stage Lighting $245,968,79 Westsun Vancouver $255.828.33 Allstar Show Systems $258,164.62 January 25. 2002 \\Oak\parks & rec.\2002 Folders\0700-0999 BuidingsFaciIities&Propenies\ 0760 Construction\ArtsCentre\AC&T Bids 2002.doc CORPORATION OF THE DISTRICT OF MAPLE RIDGE NOTICE OF SPECIAL COUNCIL MEETING Please be advised that a Special Council Meeting has been called pursuant to Section 223 of the Local Government Act, as follows: DATE: January 29, 2002 HOUR: 6:00 p.m. PLACE: Council Chamber, Municipal Hall A GENDA CALL TO ORDER EQUIPMENT CONTRA CTA WARD - ARTS CENTRE Staff report dated January 25, 2002 recommending awarding of a contract. ADJOURN QUESTIONS FROM THE PUBLIC Dated this 25th day of January, 2002