Title
Resolution Authorizing the Acceptance and Appropriation of an $11,425.00 Gift From the Hampton History Museum Association to Fund the Installation of a Removable Window for Increased Capacity and Use of the Changing Gallery at the History Museum for New Exhibits and Determining Construction Specialties and Installation, Inc. to be the Only Source Practically Available from which to Procure Those Installation Services
Purpose
PURPOSE/BACKGROUND:
The Changing Gallery on the Museum's 2nd floor has no access point for loading in artifacts larger than will fit on our passenger elevator. This situation is a result of value engineering during Museum construction that eliminated the lift room designed into the original architect’s plans (currently Gift Shop storage on 1st floor and storage off of the Gallery on 2nd). This also eliminates any possibility for use of a larger artifact for exhibits. In the last couple of years we have begun planning an exhibit about boating and boatbuilding in Hampton, scheduled for exhibit in the upcoming months. Artifacts for that exhibit are indeed "boat-sized" and cannot be used unless the access problem is solved.
Construction Specialties and Installation, Inc. ("Construction Specialties") recently installed new windows in the Museum. With that knowledge, that company has also proposed a solution at hand to that access problem. They have proposed to install a folding window that will give clear access into the gallery, lifting the objects to the 2nd floor from Queen Street below. Keith Mushinski, the engineer on that recent window replacement project reviewed the proposal and advises that it is structurally sound. The City's Public Works division has also reviewed and approved this plan and proposal.
The Hampton History Museum Foundation, Inc. is willing to fund the installation of this access window, upon the condition that City contract with Construction Specialties, as that company has sufficient knowledge of the museum and its structure so that this installation can be expeditiously completed to accommodate the timeline for the pending exhibition.
Pursuant to Hampton City Code Section 2-134(a), gifts to the city of real property and tangible personal property valued at five thousand dollars ($5,000.00) or more shall be approved by City Council, by appropriate motion duly recorded in the Council minutes, before such gifts shall be deemed to have been accepted by the City. In addition, due to the condition, the City must also designate Construction Specialties as the sole source practicable for this installation transaction.
Discussion:
See Purpose/Background above.
Impact:
Construction Specialties has given the Hampton History Museum Association the cost estimate of $11,425.00.
Recommendation:
Rec
Approval of the Resolution.
Body
WHEREAS, the Hampton History Museum (the "Museum") is in need of an access window to facilitate the loading of certain large artifacts on the second floor of the museum;
WHEREAS, Construction Specialties and Installation, Inc. ("Construction Specialties") has recently installed replacement windows throughout the Museum;
WHEREAS, The Hampton History Museum Foundation, Inc. (the "Foundation") has generously agreed to donate the funds necessary to facilitate the installation of that access window;
WHEREAS, the Foundation has conditioned that donation on the use of Construction Specialties for that installation due to that company's ability to expeditiously install that access window due to the recent work it performed at the Museum;
WHEREAS, Hampton City Code Section 2-134 requires that the City Council of the City of Hampton approve cash gifts or donations valued of $5,000.00 or more before such gifts shall be deemed accepted; and
WHEREAS, Construction Specialties has estimated that the access window can be installed for $11,425.00, which is a fair and reasonable price for this purpose.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HAMPTON, VIRGINIA that:
1. The donation from The Hampton History Museum in the amount of $11,425.00 and any additional sums necessary to facilitate the installation of an access window in the Museum is accepted;
2. The conditions pertaining to this donation shall be recorded in the council minutes, as required by Hampton City Code Section 2-134;
3. The $11,425.00 and any additional sums received for that purpose will be appropriated from fund balance to the Museum and the Fiscal Year 2019 Council Approved Budget will be amended for the purpose of purchasing the access window and its installation;
4. A contract procuring the services described above may be negotiated and awarded to Construction Specialties, as the sole source, without competitive sealed bidding or competitive negotiation as set forth in Code of Virginia Section 2.2-4303(E);
5. The City Manager or her authorized designee is authorized to negotiate and execute a purchase contract with Construction Specialties; and
6. The notice awarding the contract to Construction Specialties shall be posted in a public place pursuant to Code of Virginia Section 2.2-4303(E).