City Council Minutes 2012 04 17 - Laserfiche WebLink

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City Council Meeting Minutes April 17, 2012 Page 5 of 7 The initial design for the awning called for a manually retractable awning system and included some static sections that would require installation each spring and removal and storage each fall. After further discussions with both awning manufacturers and contractors, staff and the project architect included an addendum to the request for bids asking for the price to include a mechanically retractable system because it allows the system to be put on a wind sensor so that it will automatically roll up if the wind hits a predetermined level; it will not require any staff time to install and remove awning panels each year; it is self contained when rolled up and will not require any additional storage space and it takes the human factor out of the system when rolling the awning in and out thereby causing fewer chances for problems. As City staff is not on site for most events at the pavilion, this solves the problem. The Whitestone Construction bid for the manual system was $49,979.42. Adding the mechanical system option of $8,000.00, would bring the total to $57,979.42. Total cost of the project is expected to include: $57,979.42 — base bid plus mechanically retractable awning; $ 2,900.00—contingency and $ 1,200.00 for geotechnical evaluation of the soils for boring for a total of $62,079.42. The budget for this project is $36,000. Staff is requesting an additional $26,000 to be appropriated from the Capital reserves on May 1 when Council determines the budget amendment. The Finance Department has determined there is enough in the capital reserves to cover this additional cost. The DBA is unable to contribute funds to help with the additional cost of the project due to a decline in their sponsorships this year. However, they have worked with City staff to improve compliance with sales tax collection from vendors who participate in the Street Faire. Staff believes improved sales tax collection, increasing the Street Faire from 9 to 10 performances, and a lineup of musicians with even more power to attract large audiences than in past years will result in higher sales tax revenue this year. Staff has also increased the fees for renting the Pavilion. These anticipated increases in revenue will over time, at least partially offset the unanticipated and unbudgeted costs for the retractable awning. Staff recommended approval of the contract not to exceed $57,979.42 with Whitestone Construction, Inc. for the installation of the Steinbaugh Pavilion Retractable Awning. COUNCIL COMMENTS Council member Jasiak asked if the project had a lighting component. Public Relations Manager Muth explained there is no lighting component, but can be added at a later time. Mayor Muckle inquired about the expected life span of the awning. Public Relations Manager Muth stated it had a ten-year life span. PUBLIC COMMENT