Impact
WARD: City wide
COMMITTEE:
$ IMPACT: Total Budget $18,892.59 (tourism - special revenue fund)
Title
Approval of Services Agreement and associated costs for Smyrna In the Civil War Exhibit and Speakers Series / Expanded & Temporary Exhibit of Cox/Armstrong Collection Artifacts
Body
ISSUE: Professional services and various items specific to this special exhibit require approval of a Services Agreement with Brockington and Associates, Inc. with a total value of services of Brockington and Associates plus supplies and materials that include display cases and story banners (designed in style of existing story/instructional boards previously designed by Brockington and Associates that accompany existing permanent Civil War artifact displays in City buildings). The Brockington and Associates, Inc. Services Agreement estimate is $10,412.59. Charges for the display cases for this unique exhibit that are included in the Brockington and Associates fees represent an amount below that requiring competitive bid. The cases are to be secured by Brockington Group directly with no markup passed on through the Services Agreement. Other promotional/tourism-related charges specific to the exhibit and series but that are not specific to the Brockington and Associates Services Agreement include advertising, activities/demonstrations and a speaker series as well as opening and closing reception charges that amount to $8,480 with no single item in the budget (outside of the Brockington and Associates Services Agreement estimate) reaching a dollar amount requiring competitive bid and which are most concentrated in local advertising. The total budget represents $18,892.59 in expenses to be transferred from Hotel/Motel (tourism) fund balance. Brockington and Associates is the professional services company selected by Council to perform cataloging, preservation and display casing/presentation of the Cox/Armstrong Collection currently displayed in City Hall, the Library and at Taylor-Brawner Hall.
BACKGROUND: The Committee for Commemoration of the 150th Anniversary of the Civil War and the City of Smyrna are presenting a temporary exhibit, activities and a speaker series showcasing Smyrna's story in the Civil War and represents Smyrna participation in Cobb County-wide activities commemorating the 150th Anniversary of the Civil War (1864 - the Atlanta Campaign) and the anniversary of the Battle of Smyrna Camp Ground, including documented, historic activities at Nickajack Creek, Ruffs Mill, and the Chattahooche River Line. The Exhibit will be held in Brawner Hall at Taylor-Brawner Park (3180 Atlanta Road, Smyrna Ga 30080) July 1 through July 3 with setup on June 30 and removal on July 4, 2014. Special focus of the July 1 through July 3 exhibit and speaker series is the Cox/Armstrong Collection of Civil War artifacts donated by Gerald Cox. The July 2014 exhibit brings items not yet on display and items that have not yet gone through preservation on display for a limited time to assist in telling the story of the Civil War and, most specifically, events that took place in and around the Smyrna area in July 1864 that are part of a previously untold story of the Civil War. Speakers will be presenting information at various times during the exhibit duration with focus on the Battle of Smyrna Camp Ground, Shoupades and the Chattahooche River Line - all specific to Smyrna and the area. Collection cataloging and handling of the Cox/Armstrong Collection (in the possession of the City of Smyrna) has been previously assigned to Brockington and Associates, Inc. who is the professional services contractor of record by previous selection by Council action for permanent displays of items from the Cox/Armstrong Collection that reside in City Hall, the Library and Brawner Hall and were previously secured making use of tourism funds. The opening reception for the series is Tuesday, July 1 and will take place at the same time as Smyrna Food Truck Tuesday. The opening night includes cannon demonstration(s) that may include realistic sound, but will not include live round. The total budget was presented to Council in planning session on Monday, June 9, 2014 with communication to staff to move forward.
RECOMMENDATION/REQUESTED ACTION: Approval of Services Agreement with Brockington and Associates, Inc., a small, woman-owned business for services specific to the Cox/Armstrong Collection and the exhibit as well as approval of the composite budget for advertising, marketing and support for this special exhibit taking place during the 150th anniversary of the Battle of Smyrna Camp Ground.