CITY COMMISSION AGENDA MEMO November 27, 2018 FROM: Susan Adams, Flint Hills Discovery Center Director MEETING: December 4, 2018 SUBJECT: FHDC Projectors and nWave Film Agreements PRESENTER(S): Susan Adams, Flint Hills Discovery Center Director BACKGROUND In April 2012, the City of Manhattan opened the Flint Hills Discovery Center (FHDC). This 35,000 square foot facility explores the science and cultural history of the Flint Hills of Kansas through permanent and temporary exhibits and accompanying programs for visitors of all ages and backgrounds. There are 10,000 square feet of permanent exhibits at the Flint Hills Discovery Center. The space is programmatically supported by an additional 2,100 square foot temporary exhibit gallery. Changing exhibitions are presented on average of 10-12 weeks, with approximately 3-5 changing exhibits each year. FHDC’s temporary exhibition program seeks out exhibits that serve the local population and Flint Hills regional interests with a focus on the mission of FHDC. Some of the temporary exhibits are developed in collaboration with community partnerships while others are purchased from companies that specialize in traveling exhibits. The exhibit subjects are chosen to expand the general public’s engagement with and understanding of unusual subject matter that they ordinarily wouldn’t be aware of or be exposed to. DISCUSSION The Flint Hills Discovery Center and the Flint Hills Discovery Center Foundation have been able to secure, through a private donor, the funds to purchase an upgrade for the Immersive Theater projectors and to add new animated/documentary films. The projector upgrade and specialized films had been requested through the Capital Improvement Program for 2019 and had been delayed with the expectation that outside funding be considered. The total gift to secure these items for FHDC is $417,950 and is being graciously donated by Marty Vanier. Marty Vanier and her late husband Bob Krause previously donated $750,000 in 2015, with $220,000 of that gift to support the ongoing Immersive Theater costs. The original gift in 2015 gave them the naming rights of the theater which is now referred to as the Horizon Ranch Immersive Theater. This gift will allow FHDC to purchase four (4) 3-Chip laser projectors. The technology of the current projector system is considered obsolete and was installed 6 1/2 years ago when the building was first opened. FHDC is currently spending, on average from the previous Vanier/Krause gift, approximately $20,000 a year to repair the current projectors. Once installed, these enhancements will significantly reduce repair costs for the system, and save money being withdrawn from the FHDC Foundation endowment. The 3-Chip laser projectors will not require lamp replacements and will have a five-year warranty. The cost of these projectors, along with the services and upgrade, are quoted to cost $337,950. The upgrade to this level of projectors will enhance the current "Tide of Times" film while also giving FHDC the capability to offer additional films utilizing the fourth projector. This upgrade will not only improve the quality of the existing "Tides of Time" film viewing experience, but will also allow FHDC the opportunity to offer additional attraction and documentary films to our guests. A direct purchase is being recommended for these projectors due to the specialty of this technological equipment and familiarity with the company. Few companies work in this market, and the current company that has submitted the agreement, Communications Electronic Design (CED), is the original company that installed the system and has continued to service it over the past 6 1/2 years. CED has a proven record with FHDC and it would be a challenge to find another company that could offer the equivalent products and proven service as CED has offered for the past 6 1/2 years. If FHDC works with a vendor other than CED, we not only lose continuity and our current contract with them, we risk the possibility of another vendor coming in and severely disrupting the functionality of the theater. The additional $40,000 gift would allow FHDC to contract for specialized films with nWave. This is a two-year contract at $40,000 a year. nWave is being chosen since they offer very specialized films to museums and science centers similar to FHDC. These kinds of companies are rare and nWave meets the needs of the specialized theater due to the seating capacity being limited and films needing to be short due to the comfort of the current seating. The FHDC team has researched this information and met with nWave at a recent convention and have determined that their films would be compatible with the FHDC set up and upgraded projector system. They offer short films that meet the needs of the theater with the large format compatibility in addition to having a large catalog of films to choose from that are educational, animated, and documentary based. FHDC would have access to four films a year (two animated and two documentary films). The additional films have been a request from guests and was also noted numerous times in the 2016 Community Engagement survey. A direct purchase is being recommended as this film company offers the exact needs for the FHDC theater. Recognition for Marty Vanier's gift will be noted in the credits once the project has been completed. Additional forms of recognition will be incorporated into other formats in gratitude of her very generous gift to the Flint Hills Discovery Center. FINANCING The financing for this purchase is being offered as a gift to the Flint Hills Discovery Center from Marty Vanier through the Flint Hills Discovery Center Foundation. Marty Vanier has continued to show her commitment to FHDC and its possibility for improvements and expansion. Her support of both of these projects through these gifts reflects that very story and the belief she has in the Flint Hills Discovery Center. ALTERNATIVES It appears the Commission has the following alternatives concerning the issue at hand. The Commission may: 1A. Authorize City Administration to finalize and the Mayor and City Clerk to execute a direct purchase agreement for four Laser projectors with Communications Electronics Design, of Louisville, Kentucky, in the amount of $337,950 being paid through a gift from Marty Vanier. 1B. Authorize City Administration to finalize and the Mayor and City Clerk to execute a direct purchase for a two-year agreement at $40,000 per year with nWave, of Los Angeles, California, for attraction films being paid through a gift from Marty Vanier. 2. Deny the request. 3. Modify or develop alternatives if other concerns or factors arise. 4.Table the request. RECOMMENDATION City Administration recommends the City Commission authorize staff to finalize and the Mayor and City Clerk to execute a direct purchase of four Laser projectors with Communications Electronic Design, of Louisville, Kentucky, in the amount of $337,950 being paid through a gift from Marty Vanier. City Administration recommends the City Commission authorize staff to finalize and the Mayor and City Clerk to execute a two-year agreement at $40,000 a year with nWave, of Los Angeles, California, for attraction films being paid through a gift from Marty Vanier. POSSIBLE MOTION Authorize City Administration to finalize and the Mayor and City Clerk to execute a direct purchase agreement of four Laser projectors with Communications Electronics Design, of Louisville, Kentucky, at the cost of $337,950 to be paid through a gift from Marty Vanier. Authorize City Administration to finalize and the Mayor and City Clerk to execute a two-year agreement at $40,000 with nWave, of Los Angeles, California, for attraction films being paid through a gift from Marty Vanier. Enclosure(s): 1. Service Agreement 2. Film License Agreement 3. PowerPoint Presentation SERVICE AGREEMENT by and between: CITY OF MANHATTAN, KANSAS and COMMUNICATIONS ELECTRONIC DESIGN, INC. THIS AGREEMENT (“Agreement”) is made and entered into this ____ day of December, 2018 (“Effective Date”), by and between the City of Manhattan, Kansas, a municipal corporation and body politic hereinafter referred to as “City,” and Communications Electronic Design, Inc., a Kentucky corporation and authorized to conduct business in the State of Kansas, hereinafter referred to as “CED.” WITNESSETH: WHEREAS, City desire to receive technical services as provided herein for its Flint Hills Discovery Center (“FHDC”) and with support for the maintenance, application and functionality of the FHDC existing global AV Systems and Control; including but not limited to: software and computer systems, and related peripherals; and WHEREAS, CED is an experienced and high-quality developer and/or integrator of such systems, as developed by CED on behalf of City previously, and is qualified and capable of performing the technical services for the City as provided herein. NOW, THEREFORE, in consideration of the mutual covenants, conditions and promises contained herein, and for good and valuable consideration, the receipt and sufficiency of which are hereby mutually acknowledged, the parties hereto agree as follows: 1. Services. City agrees to retain CED and CED agrees to perform the technical services for City. “Technical Services”Draft shall include the services detailed in CED’s FHDC IE Theatre/CED Annual Maintenance Visit 2017, dated December 30, 2017 which is attached and incorporated into this Agreement by this reference as Appendix A. CED shall provide to City: A. One yearly scheduled service visit to the City with CED technician(s), including: • Provide technical services for global projector lamp change and projector cleaning to correctly adjust color balance and brightness in the projectors. • Provide global projector adjustments and alignment including adjusting the projector electronics and the physical alignment for correct panoramic display. • Inspection and testing of all AV hardware/software components and wiring for correct operation and condition, including identification of repair/replacement required for any component.