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Item 1.A.3.
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| City Council Regular | |
| Date: | 12/11/2023 |
| Title: | New City Hall Audio Visual Equipment Procurement and Install |
| Presented by: | Jessica Fust, Building Official |
| Department: | City Hall Administration |
| Presentation: | No |
| Legal Review: | Yes |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends that Council rejects all bids.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
New City Hall will have modern A/V equipment and systems installed in the Council Chambers, Courtrooms, EOC, and various conference rooms. There will also be digital directories and displays for wayfinding.
An Invitation for Bid (IFB) was advertised on 10/27/2023 and 11/03/2023 in Yellowstone County News and on the City’s Website.
Only one bid was received from AVI Systems
Base Bid: $887,606.69
Add Alternates:
System 1: $176,687.37
System 2: $153,177.37
System 3: $235,295.80
System 4: $19,248.75
Total cost for entire scope of work: $1,472,015.98
This is significantly over the budgeted amount for A/V systems. Therefore, staff recommends rejecting this bid and then will readvertize the A/V scope as a Request for Proposal (RFP). This will give the City more control over the selected vendor and the product choices so that we can keep this part of the project in line with the budget.
An Invitation for Bid (IFB) was advertised on 10/27/2023 and 11/03/2023 in Yellowstone County News and on the City’s Website.
Only one bid was received from AVI Systems
Base Bid: $887,606.69
Add Alternates:
System 1: $176,687.37
System 2: $153,177.37
System 3: $235,295.80
System 4: $19,248.75
Total cost for entire scope of work: $1,472,015.98
This is significantly over the budgeted amount for A/V systems. Therefore, staff recommends rejecting this bid and then will readvertize the A/V scope as a Request for Proposal (RFP). This will give the City more control over the selected vendor and the product choices so that we can keep this part of the project in line with the budget.
ALTERNATIVES
City Council may:
- Reject the only bid received
- Not reject the bid and provide additional direction to staff
FISCAL EFFECTS
The overall total construction budget is $24 million which includes an Owner allowance of $450,000 for Audio Visual procurement and install.
The cost of the A/V will be funded by the New City Hall construction fund, which is primarily covered by the General Fund. A portion of the costs for department meeting rooms may be covered by Facilities reserves and department charge backs.
The cost of the A/V will be funded by the New City Hall construction fund, which is primarily covered by the General Fund. A portion of the costs for department meeting rooms may be covered by Facilities reserves and department charge backs.