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HomeMy WebLinkAboutItem 08 - CVB Headquarters and Museum ComplexMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: JUNE 7, 2011 SUBJECT: NEW CVB HEADQUARTERS AND MUSEUM COMPLEX CLOCK - ENSPEIL ANIMATRONICS RECOMMENDATION: The Convention & Visitors Bureau staff recommends that the City Council consider authorizing funds for the design, fabrication and installation of the gunfighters animatronics in the New CVB Headquarters and Museum Complex at 636 S. Main in the amount of $161,840 to Life Formations, Bowling Greer, Ohio. FUNDING SOURCE: Funds are available from bonds issued in December, 2008 and May 2009 totaling $11,700,000. BACKGROUND: Following exhaustive research with three animatronics companies in Florida, California and Ohio, a design and all- weather gunfighter clock - enspeil has finally been secured at a price within the budget parameters. Life Formations of Bowling Green, Ohio has the necessary engineering and fabrication expertise to create the gunfighter characters that can operate in the extreme conditions of the Texas climate. Mr. McCallum has worked closely for more than a year with all three companies before reaching a pricing and functionality structure that would deliver the aesthetics, reliability and affordability that Grapevinians expect. Please see the attached proposal and background on Life Formations. June 1, 2011 (3:45PM) Proposal fbr. Gmpevine Tee Conventon & 1iaitom Bureau Proposal for "Clack - enspiel" Animatronics oil Paul W. McCallum Executive director J Grapevine Convention & Visitors Bureau To: P.W. McCallum / Grapevine Convention & Visitors Bureau From: Jeff Krouse / LifeFormations Overview This proposal is for LifeFormations to produce two 6' -6" — 7' -0" tallll 3- dimensional highly realistic cowboys for a "Clock - enspiel" animatronic show for the Grapevine Convention & Visitors Bureau (GCVB). This proposal includes the production of the animatronic characters and other show elements such as show control, hardware and weather override. The show will occur at 12:00 noon and 6:00 pm daily. Character and Show Specifications: The figures will be created in the likeness of Harris and Sam Bass legendary train robbers of the time. They will be of a thin body build approximately 6' -6" — 7' -0" tall. • They will be installed in a clock tower and feature an animation path that takes them from inside the tower to the exterior ledge. Points of animation: • Head turn • (2) Head nods • Mouth Open /Close • Gun arm shoulder up • Gun arm shoulder out o Gun arm elbow bend • Weight shift: • Waist bend • Non gun arm elbow bend • Non gun arm shoulder up • Leg walking move (audience side) • Stainless steel track for walking • Turn table, cart and extension for walking motion • Animated saloon doors 1 , Proposal for "Clock - enspiel" Animatronics Paul W. McCallum Executive Director Grapevine Convention & Visitors Bureau 'LiNFONW10ru Costume & Appearance The costume will be created using modern materials that closely resemble the proper time period and style. If an authentic period appropriate custom designed costume is desired we will prepare a separate estimate. The clothing will be treated with a UV coating for weather protection. Additional details on the costumes include: o Harris: • Thick bushy mustache, similar to PW's uncle Steve. • Lee Van Cieef as a reference for appearance. • A little more urban and dapper; banker like. o Sam Bass: ■ Shirt and bandanna Rancher: cuffs, chaps ■ Spurs on the boots Show Development, Programming & Control System o The control system will be installed on the lower level accessible by the convention and visitors bureau staff. o LifeFormations will utilize existing conduits for wire and cable runs. o The control system will feature an adjustable rain and wind sensor that will override and terminate the show in the event of inclement weather. o LifeFormations will produce the 2 character's voices and ambient audio. GCVB will be able to provide guidance on the style and characteristics of the voices chosen. o LifeFormations will provide and install speakers where permitted on buildings at the intersection for a surround sound audio experience. o The show will include themed saloon doors with outdoor monitors mounted to appear like windows. When the doors close the monitors will feature silhouette style animation for show unity when the characters are inside the saloon. Production Specifications: w The figure's exposed skin — head and hands - will be cast of a soft silicone rubber and painted with washes of skin tones to produce a hyper - realistic finish. • The body will be sculpted and cast to match a desired pose and constructed of a rigid fiberglass shell over an industrial grade stainless steel metal framework. The clothing will cover all but the figure's head and hands and treated with a UV coating for weather protection. 2�i✓z.r, Proposal for "Clock- enspiel" Animatronics Paul W. McCallum Executive Director Grapevine Convention & Visitors Bureau Proposed Fees: oil FEFCNkfIIpTiol'If Item {QTY Unit Price Total 2 custom animated cowboy characters: 2 $46,000.00 $92,000.00 Track, cart, turntable and extension: $25,000.00 Control system: $6,440.00 Deliver and installation: $8,500,00 Engineering fees: $5,000.00 Saloon door animation: $2,500.00 Audio experience hardware: $3,015.00 Monitors and video players on the saloon doors: $10,800.00 Custom weather treated Doors: $1,000.00 Video production for silhouettes ($1,000.00 per min.): 2 1000 $2,000.00 Video production for silhouettes setup: 1 2500 $2,500.00 Weather control override: $285.00 Audio production price per minute of finished show: 8 250 $2,000.00 Show programming price per minute of finished show: 8 100 $800.00 Total $161,840.00 Terms • A contract approval and down payment equal to 50% of the total is required to start the project. • A second payment for 409 of the project total will be issued at the midpoint of production. • The remaining 10°Y of the project will be issued upon installation. Notes o A formal proposal is contingent upon final design specifications. o This proposal is valid for one 30 days. Beyond that date, please call to confirm. o Delivery fee may be adjusted based on fuel prices at the time of installation. o Client to provide a lift or equipment to hoist characters into position. Warranty LifeFormations warrants all parts and labor for the figure(s) against all manufacturing defects for a period of one year. If any repairs or maintenance are required outside of the warranty, a $500 per day technician fee will apply in addition to all travel expenses for a LifeFormations' technician to perform repairs on site. if feasible, the figure(s) may be shipped to LifeFormations' facility for repairs. A separate estimate will be prepared for the scope of work to be handled at LifeFormations facility.. 3N Proposal for "Clock - enspiel" Animatronics Paul W. McCallum Executive Director Grapevine Convention & Visitors Bureau Optional Service Agreement SECTION 1: OVERVIEW �A UmFoRnnow This service agreement is preventative maintenance and damage response agreement for the animatronic(s) and control system(s) supplied by LifeFormations. SECTION 2: EXISTING WARRANTY The animatronic(s) and control system(s) are covered under LifeFormations standard warranty, outlined here: LIFEFORMATIONS warrants (1) that all design, design criteria, load calculations, specifications and other engineering work will be free of engineering design defects; (2) that each component or system supplied by LIFEFORMATIONS shall be fit for its intended purpose, free of defects in materials and workmanship; (3) that each component or system supplied by LIFEFORMATIONS shall be safe and efficient; and (4) that all work performed and all material and equipment furnished by LIFEFORMATIONS will conform to and operate in accordance with final approved designs and specifications as to kind, quality, function, capacity, performance, and design characteristics. LIFEFORMATIONS warrants that during a period of one year following the installation completion date of the animatronic(s) and control system(s), LIFEFORMATIONS will repair or replace, free of charge (with the exception of reimbursable travel expenses), any part, system, or component which may exhibit a deficiency due to inferior design, material, or workmanship. LIFEFORMATIONS is not be liable for damage to the equipment or consequential loss, damage or injury to person or property resulting solely from careless operation by the Buyer, visitor abuse, or owner neglect. • LIFEFORMATIONS is not liable for normal wear of the equipment. SECTION 3: ANNUAL SERVICE AGREEMENT PROCEDURES When this service agreement is executed, LifeFormations will provide the following: • Annual Preventative Maintenance: A visit by a LifeFormations technician. During this visit, each figure and control component will be inspected and any necessary preventative maintenance performed. • Emergency Response: 24 hour response time via phone to troubleshoot issues followed by an on site technician within 7 days for any major show malfunctions not solved by phone support. A $750 per day, plus travel expenses rate will apply for all site visits. SECTION 4: TERMS A. This maintenance plan must be executed within the first year of operation of the animatronics and control system. B. The cost of the maintenance plan including labor and non - airfare travel expenses is $2,500 payable in advance. Airfare will be billed at time of booking. Materials required for repairs will be charged based on cost to procure and send to site. Any additional days required will be billed at cost to change airline ticket plus a flat rate of $750 per day. p ;w p 4'. Proposal for "Clock - enspiel" Animatronics Paul W. McCallum Executive Director Grapevine Convention & Visitors Bureau Site & Equipment Specs: Compressor /Dryer: The figure(s) require a compressed air supply to operate. If your site has a compressor for other uses, you may not require another one. We can provide the equipment or specify it for you to purchase — whatever is convenient for your. The compressor should be located in a well- ventilated space such as a maintenance room (not a closet). It will need to be accessible by maintenance personnel or staff so that the oil level and water build -up may be checked on a weekly basis. A 1/2 inch copper pipe needs to be installed from the compressor location to a close proximity of the characters. Some installations may require flexible tubing if the compressor is close to the characters. A typical compressor will require a 110V, 20A circuit. A dryer is required to assure the air supply to the figure(s) is clean. The dryer has been specified above. A typical dryer will require a 110V, 20A circuit. Control System: • The control system will require a dedicated 110V, 15A circuit. It will require a space approximately 22 inches deep by 22 inches wide by 10 inches high. • The control system should be accessible by the staff for servicing and volume adjustment if necessary. The animation control system is a compact solid -state device offering several options for input triggers including motion, push button and auto looping functions. Shows are stored on a compact flashcard. Character Location /Installation: • Figure(s) track will be fastened to the floor in a manner suitable to the floor materials. Typically, this will involve lag screws into a wooden floor, or tap -cons into concrete. An exact installation date will be scheduled upon contract approval and down payment. As the figure(s) do not appreciate dust, dirt, and other construction elements, LifeFormations is typically the last contractor on the site before the exhibit opens. All testing will be performed at LifeFormations facility before shipping. 5I I , One of the unique qualities of the team is the fact that the managers for each department at LifeFormations are partners in the company. This creates a very solid foundation for our team, a continuity of knowledge, and a personal investment in each project that assures the best product is created. Quality and Standards Statement LifeFormations rigorously enforces a commitment to quality and standards in each element we create. It is our policy that each stage of design and production involve a quality and standards inspection to assure that we meet the design intent within the applicable codes and specifications. LifeFormations quality and standards control policy establishes each employee as responsible for the quality of his or her own work. As such, they are responsible for a full inspection and approval prior to releasing it to another phase of production. A second inspection by the appropriate department manager occurs prior to release of any component or assembly to another department. A LifeFormations` Quality Control Officer upon completion of both design and production will conduct final performance review. The LifeFormations Quality and Standards manual provides the measures and processes to ensure that all requirements are met in order to provide a product of the highest possible quality within the scope of each project. ............. Proposal for "Clock- enspiel" Animatronics Paul W. McCallum Executive Director Grapevine Convention & Visitors Bureau Quality and Standards Procedures 1.0 Employee responsibilities 1.1. All LifeFormations employees are responsible for maintaining the quality and standards set forth in this manual. 1.2. Each LifeFormations employee has the right to raise concerns about quality for any component in production, regardless of department or creator of the component. 1.3. Each employee is responsible for being fully aware of all quality and standards expectations as set forth in this manual. 2.0 Departmental responsibilities 2.1. Maintain records and certification on individuals and machines as appropriate. All data to be stored according to 1) job, 2) component, 3) employee 2.2. To maintain production examples of best practices and accepted quality and standards for regular review. 2.3. To identify quality and standards problems entering (from another department) and within the department. 2.4 To assist in the planning and implementation of corrective action for quality and standards problems. 2.5 To inspect work both in progress and completed regularly to ensure the quality and standards are achieved for the work. 2.6 To develop or procure, and house any necessary test equipment. 2.7 To conduct regular training sessions to maintain awareness of quality and standards metrics and updates. 2.8 Inspect and approve the quality of all purchased items for that department, including the work of any sub - contractors supplying assemblies. 2.9 Maintain a materials identification system that categorizing each unaterial through color mark, stencil or dedicated bin. 71. . Proposal for "Clock - enspiel" Animatronics Paul W. McCallum Executive Director Grapevine Convention & Visitors Bureau 3.0 Design Standards 3.1 Each project will have a complete set of quality and standards metrics prior to initiating production of the project. 3.2 All quality and standards metrics will be reviewed and approved by department managers prior to beginning production in any department. 3.3 All quality and standards metrics will be reviewed and approved by LifeFormations client, or their designate, prior to initiating production of the project. 4.0 Engineering 4.1 All engineering, including design, production, and testing standards, will meet the applicable codes and project specifications. 4.2 All prescribed testing related to engineered specifications to be documented and approved within each department on a per - component basis. 4.3 All engineered drawings to include part number and revision date. 4.4 All department inspection and testing logs to include drawing revisions dates on which production and testing was based. 4.5 A complete set of final engineering drawings will be assembled and provided as part of the maintenance manual for the project. 5.0 Production Management 5.1 The production management department will distribute and update all design material for each project. 5.2 The production management department will monitor the production schedule to assure an ample lead time to produce and test each component according to the quality and standards metrics. 81 Proposal for "Clock - enspiel" Animatronics Paul W. McCallum Executive Director Grapevine Convention & Visitors Bureau 6.0 Welding and Machining 6.1 All welding is to be carried out by personnel qualified for the material, weld design and weld process being used. 6.1.1. The welding supervisor will conduct routine quality and standards audits on each employee. 6.1.2. each employee will routinely exercise each type of weld on which they are qualified to maintain the required level of experience and expertise. 6.2 All machining will be completed by personnel qualified for the type of equipment used and part created. 6.2.1. Each employee is responsible for meeting published design specifications 6.2.2. Department managers will randomly audit quality and standards of the machined parts. 6.2.3. Fabricators building assemblies with machined parts will verify their specifications and integration with the overall assemble and design. 7.0 Post Assembly Testing 7.1 All assemblies will undergo testing prior to installation. 7.1.1. All testing will reproduce final performance conditions. 71.2. The quality control officer will inspect all assemblies during testing 7.1.3. Any modifications will be recorded and preventative policies implemented. 8.0 Operational Testing and Final Inspection 8.1 All assemblies will be tested on -site in a manner consistent with the final operation. 8,2 Inspection will be conducted during and after operational testing. 8.3 Final results will be provided to the project owner for final approval. 9� Proposal for "Clock - enspiel" Animatronics Paul W. McCallum Executive Director Grapevine Convention & Visitors Bureau Script: 1. A train whistle is heard in the distance. 2. Harris and Bass appear on the sides; coming from down the street. 3. They nod at one another in front of the saloon. 4. They go inside. 5. Conversation inside: a. Introductions i. "Say don't l know you ?" ii. Reveal who they are iii. "I'm Sam Bass." iv, "Well I'm Harris, and I hear the famous train a coming.` v. (Fort Worth cash box.) 6. Challenge a. "That's my train—this is my last one." b. Outside to settle dispute decide to go back in. c. Go back inside: d. "Its my town ... so its going to be 60 -40." to Harris e. Harris: "you horse stealer." f. "That's it, lets take this outside..." 7. Multiple shots fired. A couple misses; heard down the street. S. One injured and slumps over. 9. The victor consoles the looser. 10. You can hear the train leaving the station. 11. They realize they've missed the train and decide to go back in and have a drink. 12. (Audience and Gunfighters realize train is leaving at the same time.) 10 1 -- ems?