Submitted By: John Spencer
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Presentation By: John Spencer
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Department: Recreation and Parks
FORMAL TITLE:
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Rental agreement with The Magic House, St. Louis Children’s Museum for the “Super WHY!: Super Readers, Power Up!” educational traveling exhibit in the amount of $55,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Quality of Place, Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Historically, educational exhibits at the Discovery Center (Center) have been developed in-house by staff. In 2024, the Center transitioned to renting professional traveling exhibits. These high-quality, externally produced exhibits offer unique interpretive displays and content that cannot be replicated with internal resources, thereby enhancing visitors’ educational experience.
Traveling exhibits are typically booked one to two years in advance to allow licensors sufficient time to coordinate transportation, installation, and scheduling with host organizations.
The Center has secured a rental agreement with The Magic House, St. Louis Children's Museum, for its “Super WHY!: Super Readers, Power Up!” professional traveling exhibit. The exhibit is scheduled for Fall 2027 through early Winter 2028 (September through early January). The rental fee for this exhibit is $55,000.
Center staff will handle installation, facilitation, daily operations, and maintenance throughout the rental period.
FINDINGS AND CONCLUSIONS:
The Discovery Center welcomes approximately 21,000 visitors annually. Since transitioning to professional traveling exhibits, average daily attendance has increased by about 25 percent, with projections on track to exceed 25,000 total entries this year.
This rental arrangement represents a cost-effective strategy to advance the Discovery Center's strategic plan goals, specifically: (1) Quality of Place - Enhancing customer satisfaction through engaging, high-quality exhibits at the Discovery Center, and (2) Operational Excellence - Increasing admissions and overall visitation to the Discovery Center.
Staff recommends approval.
FISCAL IMPACT:
The total rental cost for the “Super WHY!: Super Readers, Power Up!” traveling exhibit rental (Contract REC/260443) from the St. Louis Children's Museum is $55,000. The rental cost does not include inbound shipping (based upon actual travel distances) for the exhibit. Payments on this contract will be split over multiple fiscal years.
There have been no significant changes in operational expenses since the general ledger funding previously used for in-house exhibit construction was transferred to the rental of traveling exhibits. Future budget submissions are based on renting traveling exhibits.
Fiscal Year 2025-26 funding in the amount of $10,000 is available in account 001-021-151-575-57-44010.
All future fiscal year rental and shipping costs will be budgeted in the Recreation and Parks Department’s budget in accounts 001-021-151-575-57-42010 and 001-021-151-575-57-44010.
PROCUREMENT REVIEW:
Works of art for public places are exempt from competitive procurement requirements under Procurement Policy PRO-070. The associated Rental Agreement has been reviewed by the Procurement & Contracting Officer in compliance with City policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny