Minutes 10/09/2018 - Laserfiche WebLink

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October 9, 2018 - City Manager’s Report - 18 - 380 - Adoption of an ordinance to authorize the establishment of a project to repair the mast and replace the canopy at the Union Bank & Trust Pavilion, specifically by: (1) establishing a new project titled “Pavilion Mast/Canopy Replacement” in the Municipal Facilities category of the FY 2019 Capital Improvement Fund; (2) amending Ordinance 2018-69 for the purpose of reprogramming the $1,715,000 in local funding for the Paradise Creek Bridge project that was reduced by said ordinance to the Pavilion Mast/Canopy Replacement project; (3) recognizing interest on the proceeds of the City’s Series 2006C Bond issuance in the amount of $224,000 as revenue and appropriating said funds to the Pavilion Mast/Canopy Replacement project; (4) recognizing Permit- Restricted Parking Revenue (Willett Hall) in the amount of $250,000 and appropriating said funds to the Pavilion Mast/Canopy Replacement Project; (5) transferring $150,000 from the City Gateways Project to the Pavilion Mast/Canopy Replacement Project; (6) transferring $100,000 from the 801 Water Street Project to the Pavilion Mast/Canopy Replacement Project; and (7) authorizing the sole source procurement of Span Systems, Inc. for the replacement of the canopy. Background:  In late spring of this year a crack was discovered in one of the masts at the Union Bank & Trust Pavilion, forcing the cancellation or relocation of several events this summer.  To ensure safety by stabilizing the structure and to determine the origin of the crack it was necessary to remove the Pavilion canopy.  The design process to repair/replace the mast and canopy is now underway.  The City has determined to retain the Pavilion’s iconic look by replacing the canopy with a new canopy of the same design.  It is the City’s goal to have the mast and canopy repaired and replaced by June 1, 2019 so that the Pavilion can host concerts and other events next summer. Discussion:  To meet the expedited schedule, it is necessary to contract for the repair/replacement of the mast and canopy as soon as possible so that the replacement canopy can be ordered.  Span Systems, Inc. designed and installed the former canopy (which was installed after the venue’s original canopy was destroyed by Hurricane Isabel).  Given the City’s desire to replace the canopy in kind, Span Systems is the sole contractor capable of performing the work and the City therefore intends to procure Span using sole source procurement procedures under the Virginia Public Procurement Act (Va. Code, § 2.2-4300, et seq.) (the “VPPA”). The ordinance proposed for Council consideration approves the sole source procurement of Span Systems.  In addition, it is necessary to identify the funding for the Pavilion project prior to entering into a contract for the work.  On July 24, 2018 City Council adopted Ordinance 2018-69, which accepted new state funding for the Paradise Creek Bridge project. The new state funding freed $1,715,000 in local funding which has not yet been reprogrammed. The ordinance proposed for Council consideration amends Ordinance 2018-69 to transfer the $1,715,000 from the Paradise Creek Bridge project to a new Capital Improvement Fund project titled “Pavilion Mast/Canopy Replacement”.  City staff has also identified the following additional sources of funding, which the proposed Ordinance transfers to (or otherwise appropriates in) the Pavilion Mast/Canopy Replacement Project: $224,000 in interest on the proceeds of the City’s Series 2006C Bond issuance; $250,000 in Permit-Restricted Parking revenues; $150,000 from the City Gateways Project; and $100,000 from the 801 Water Street Project. Financial Impact:  The ordinance will set aside a total of $2,439,000 for the Pavilion repairs. Recommended Action:  Adoption of the ordinance.