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AGENDA RECOMMENDATION |
Consent Calendar 6.C.
City Council Regular Meeting
- Meeting Date:
- 05/12/2025
Agenda Item:
Resolutions accepting feasibility report, ordering project for Capital Improvement Project 11110; Mayo Clinic Health System Event Center Arena Audio Replacement, and authorizing the City Manager to enter into a Professional Services Agreement with EDC Solutions, Inc. regarding final design for the replacement of the arena audio system at the Mayo Clinic Health System Event Center.
Recommendation/Action(s):
Adoption of the attached resolutions.
Summary:
The existing audio system and controls located in the Mayo Clinic Health System Event Center arena are original to the construction in 1995 and in need of replacement. Event Center staff have experienced several failures over the last 5 years and the system is no longer supported with software upgrades. Staff began the process of identifying solutions in 2023 and originally budgeted for the improvement in the 2024 Capital Improvement Plan. Unfortunately, due to staff capacity and the need to identify the best procurement method and design professionals, the project has been postponed until the summer of 2025. Staff have performed the necessary research and identified a design firm that can meet the needs of the space and enhance the customer and client experience. While the equipment is not utilized during concerts, the system is used for the majority of events in the space, including Maverick hockey games, tournaments and trade shows, and large community events, including local high school graduation ceremonies.
This project, as proposed, will consist of new audio equipment, low voltage network connections, electrical improvements, new control equipment, and programming/sequencing services at the time of system startup.
Funding for the proposed improvements is shown in the table below. The project was budgeted in the 2024 Capital Improvement Plan and the funds were restricted in the capital account for this project. Staff are recommending a budget amendment in 2025 to allocate the funding for the project.
Staff recommend the Council accept this project feasibility report, order staff to prepare final plans and specifications, instruct the City Manager to advertise for bids in accordance with the requirement of law, and authorize the City Manager to enter into a professional services agreement with EDC Solutions for the design of the audio system.
This project, as proposed, will consist of new audio equipment, low voltage network connections, electrical improvements, new control equipment, and programming/sequencing services at the time of system startup.
Funding for the proposed improvements is shown in the table below. The project was budgeted in the 2024 Capital Improvement Plan and the funds were restricted in the capital account for this project. Staff are recommending a budget amendment in 2025 to allocate the funding for the project.
| ITEM | COST |
| Speaker package and installation (bidding) | $410,000 |
| Custom Programming | $160,000 |
| Total Construction Costs | $570,000 |
| 10% Contingency | $57,000 |
| Design Contract | $46,381 |
| TOTAL COST | $673,381 |
| FUNDING SOURCE | AMOUNT | PERCENT |
| Civic Center Capital Fund | $673,381 | 100% |
| TOTAL FUNDS | $673,381 | 100% |
Staff recommend the Council accept this project feasibility report, order staff to prepare final plans and specifications, instruct the City Manager to advertise for bids in accordance with the requirement of law, and authorize the City Manager to enter into a professional services agreement with EDC Solutions for the design of the audio system.