Consent 1.A.1.
Regular City Council Meeting
- Meeting Date:
- 01/22/2018
- TITLE
- Award of Contract for Professional Design and Equipment for Audio/Visual System - Municipal Court/City Council Chambers
- PRESENTED BY:
- Bruce McCandless
- Department:
- City Hall Administration
Presentation:
No
PROBLEM/ISSUE STATEMENT
The current audio/visual system in the Municipal Court/City Council Chambers was installed in 2006 and is failing. City Council approved funding in the FY18 budget to replace the system. A Request for Proposals (RFP) was advertised on August 18 and 25, 2017. A mandatory site visit was held for prospective vendors on August 30, 2017. The deadline to receive proposals was September 15, 2017. Two proposals were received and one didn't meet the RFP requirements. A staff review committee recommended awarding a contract to AVI Systems, Inc. The committee members were Denise Bohlman, City Clerk; Brittania Park, Municipal Court Administrator; Bruce McCandless, Assistant City Administrator; David Watterson, Information Technology Director; and Tim Harrington, Community Channel 7 manager.
AVI Systems, Inc. provided three options for the Council to consider. The price to replacing the audio system is below the budgeted amount of $115,000. Two options that include upgrading the room's video capabilities exceed the budget. Staff and AVI presented the options to the Council at the January 2, 2018 work session. The City Council asked staff and AVI to refine the proposals to include the audio improvements and as much of the video equipment as possible within a total amount not to exceed $163,000. The Council indicated that it might be willing to appropriate up to $48,000 of the Council Contingency account to fill the gap between the budget and the equipment's full price. The refined proposal will replace the audio equipment and most of the proposed video upgrades for a price of $158,503.
Please see the attached list of equipment changes.
AVI Systems, Inc. provided three options for the Council to consider. The price to replacing the audio system is below the budgeted amount of $115,000. Two options that include upgrading the room's video capabilities exceed the budget. Staff and AVI presented the options to the Council at the January 2, 2018 work session. The City Council asked staff and AVI to refine the proposals to include the audio improvements and as much of the video equipment as possible within a total amount not to exceed $163,000. The Council indicated that it might be willing to appropriate up to $48,000 of the Council Contingency account to fill the gap between the budget and the equipment's full price. The refined proposal will replace the audio equipment and most of the proposed video upgrades for a price of $158,503.
Please see the attached list of equipment changes.
ALTERNATIVES ANALYZED
City Council may:
- Approve a contract with AVI Systems, Inc. for $158,503, or
- Postpone action; or
- Disapprove a contract and direct staff to re-advertise for additional proposals.
FINANCIAL IMPACT
The FY2018 budget contains $115,000 for this project. The Council Contingency account is budgeted for $65,000 and no funds have been spent in FY18. An annual maintenance agreement may be entered into in future fiscal years for system recertification, system support and ongoing training for approximately $11,000/yr.
RECOMMENDATION
Staff recommends that the City Council award a contract to AVI Systems, Inc. to replace the Municipal Court/City Council Chambers audio system and to upgrade the video system for a price not to exceed $158,503.