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City of Palo Alto
(ID # 3991)
City Council Staff Report
Report Type: Consent Calendar
Meeting Date: 8/19/2013
Summary Title: Award of Contract C14149800 for the Cubberley Theater
Design-Build Lighting Dimmer System
Title: Approval of a Contract No. C14149800 with Musson Theatrical, Inc. in
the Amount of $120,000 for the Design-Build of the Cubberley Theater
Lighting Dimmer System
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1.
Approve and authorize the City Manager or his designee to execute the
attached contract with Musson Theatrical, Inc. (Attachment A) in the
amount of $120,000 for the Cubberley Theater Lighting Dimmer System
Design-Build Project, Capital Improvement Program Project CC-09001; and
2.
Authorize the City Manager or his designee to negotiate and execute one or
more change orders to the contract with Musson Theatrical, Inc. for
related, additional but unforeseen work which may develop during the
project, the total value of which shall not exceed $12,000.
Background
The Cubberley Community Theatre is a focal point for community events in Palo
Alto and generates revenue exceeding $120,000 per year. The theatre’s lighting
system is outdated and is in dire need of renovation. The existing lighting control
system at the Cubberley Community Theatre was installed in the early 1980s.
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Since that time, lighting technology has advanced to such a degree that the
current analog system is obsolete and replacement parts are no longer available.
Additionally, the existing dimmer system presents an ongoing nuisance and
routinely experiences electrical failures.
These electrical failures cause
unexpected facility closures and abrupt interferences with performing arts events
which result in lost revenue. As the older system is failing, it is now necessary to
improve the theatre lighting system by installing a new, up-to-date digital
dimming or dimming/lighting system. Upgrading to a digital soft-patch dimming
system will bring the theatre’s lighting capabilities in line with modern standards,
thereby attracting additional users, and increasing facility use revenues.
Staff requested proposals from vendors to both design and install this new system
as an alternate project delivery method compared to the standard design-bidbuild process.
Council determined by resolution #9347 on June 17, 2013
(Attachment B) that this particular public works project may be solicited and
contracted for using the alternate project delivery method of Design-Build.
Discussion
With Council’s adoption of the attached design-build resolution #9347, staff
advertised the project via a Request for Proposals (RFP) process. The RFP for the
project, consistent with the proposed design-build approach, was advertised with
sufficient information for a specialized vendor to finalize the design, obtain any
necessary permits, and propose a not-to-exceed fee for the total project including
installation. This installation will include rewiring portions of the building (as
necessary) and successfully assimilating the new system into the remaining parts
of the existing lighting control architecture.
Procurement Process
On July 10, 2013, an RFP for the Cubberley Theater Lighting Dimmer Design-Build
Project was posted at City Hall and sent to 13 builder’s exchanges and 5
contractors. The procurement period was 20 days. Proposals were received from
two qualified firms on July 30, 2013, as listed in the Summary of RFP Process
below.
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Summary of RFP Process
RFP Name/Number
Cubberley Theater Lighting Dimmer System
Design-Build Project, Capital Improvement
Program Project CC-09001 /RFP # 149800
Proposed Length of Project
21 calendar days
Number of RFPs Mailed to 5
Firms
Number of RFPs Mailed to 13
Builder’s Exchanges
Total Days to Respond to RFP
Mandatory
Meeting
20
Pre-Proposal July 16, 2013 at 10:00 A.M.
Number
Attendees
Meeting
of
Company 3
at Pre-Proposal
Number
Received:
of
Proposals 2
Proposal Price Range
Musson Theatrical, Inc.-
$137,500
H. A. Bowen Electric, Inc.-
$208,332
Staff reviewed both proposals submitted and recommends that a contract be
awarded to Musson Theatrical, Inc. Its proposal best accomplishes the City’s
needs as requested in the RFP and is also the most economical. Staff further
negotiated the final scope, schedule and total compensation of $120,000 in the
attached contract with Musson Theatrical, Inc. to fit the available CIP budget.
The award of contract is for a design-build turnkey project which includes design,
provision of all parts and equipment, and installation of the dimmer system as
depicted in the RFP. A contract contingency amount of $12,000 (which equals 10
percent of the total contract) is requested for related, additional but unforeseen
work which may develop during the project. Staff also contacted the listed
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references for Musson Theatrical, Inc. and found that they have performed
satisfactorily on past construction projects for other clients.
Timeline
The project was advertised as an RFP shortly after Council’s adoption of the
resolution authorizing procurement using a design-build delivery system. The
dimmer installation is tentatively scheduled to occur between late-September
and mid-October 2013. The installation will be coordinated with the theatre
schedule of events.
Resource Impact
Funds for a design-build contract are included in Capital Improvement Program
Project (CIP) CC-09001, Dimmer Replacement and Lighting System Replacement
at Cubberley Community Theatre.
Policy Implications
This recommendation is consistent with existing City policies, and with Municipal
Code Title 2, section 2.30.300, Public Works Contracts, with respect to alternative
delivery methods.
Environmental Review
This project is categorically exempt from the provisions of the California
Environmental Quality Act (CEQA) under Section 15301 of the CEQA Guidelines as
repair, maintenance and/or minor alteration of existing facilities and no further
environmental review is necessary.
Attachments:

:
A - Contract C14149800_Musson_Cubberly Theatre Lighting

:
B - RESO 9347 (PDF)
City of Palo Alto
(PDF)
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