Report Prepared by: Jeff Bennyhoff, Director of Information Technology
Title
SUBJECT: Award Bid to Conti LLC for the Council Chamber Audio/Video Technology Refresh Project for $237,082.58
REPORT IN BRIEF
Considers awarding a Services Agreement for the Council Chamber Audio/Video Technology Refresh Project bid to Conti LLC for $237,082.58 and to approve change orders or contract amendments of 10% for a total cost of $260,791.
RECOMMENDATION
City Council - Adopt a motion:
A. Awarding the bid for the Council Chamber Audio/Video Technology Refresh project to Conti LLC, in the amount of $237,082.58; and,
B. Authorizing the City Manager to execute the necessary documents and to approve change orders or contract amendments of 10% with a total cost of $260,791; and,
C. Authorizing the Finance Officer to make necessary budget adjustments.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff (identify specific findings
and/or conditions amended to be addressed in the motion); or,
3. Deny.
AUTHORITY
City of Merced, Municipal Code, Title 3, Article III, purchases over thirty-seven
thousand dollars.
CITY COUNCIL PRIORITIES
As provided for in the 2024-2025 Adopted Budget.
DISCUSSION
In 2017, the current Council Chambers Audio/Visual technology system was installed. The system has recently started to experience intermittent problems. One of these problems is the ability for a board member to mute or unmute themselves. The Information Technology Department has had several vendors review the technology solution to resolve the intermittent problem. To date, no vendor has been able to resolve the issue. At the same time many of the system components are reaching their end of useful life and need to be replaced.
The Information Technology Department released a Request for Proposal to refresh the Audio/Visual technology system as it is experiencing problems and is reaching the end of its useful life.
With the technology refresh will come several enhancements to the system including:
1: Board members will be able to remove themselves from the request to speak queue.
2: Larger displays for audience members to review content being presented
3: Display in the foyer for audience to review content being presented
4: Enhanced audio amplification for audience members.
5: Enhanced audio clarity for audience members using the Assisted Listening Devices.
6: Enhanced meeting experience for remote presenter, including joining meeting, audio feedback and volume controls.
7: Enhanced audio experience via independent microphone control for audience watching on remote streams, City website, Facebook, Cable TV channels.
8: Resolve the intermittent Mute button inoperability.
Six vendors attended the mandatory pre bid meeting required to review the requirements and scope of the RFP. The City received one bid response from Conti LLC in the amount of $236,333.58. The City contacted non-responsive vendors that attended the pre-bid meeting to discover why they did not submit a bid. Two vendors responded they currently had too much work scheduled and would not be able to take on this additional project. One vendor responded that they could not meet the prevailing wage requirement. All other vendors did not respond.
Based upon evaluation criteria in the RFP, we recommend awarding the RFP to Conti LLC. They are a professionally staffed Contractor with a specialty team focused on Audio/Video technology that has been in business since 1969. Conti LLC has performed several council chambers or board chambers upgrade projects at local government offices within California. They just completed a very similar council chambers audio/visual upgrade for the City of Pittsburg.
Between the time the request for proposal was issued and response from Conti LLC a part called out in the RFP is no longer manufactured. The replacement part has been substituted within the contract terms to Conti LLC for a price increase of their proposal of $749, for a new total amount of $237,082.58.
The Council Chamber technology at the dais (microphones, mute button, voting, request to speak, computers, etc.) will operate the exact same way as the current system. The technology change will be transparent to the Council members and Commissioners.
The new system will not be a high-definition broadcast to viewers watching on the Public, Education, and Government Cable TV channel. Comcast and AT&T choose not to broadcast in high definition. The authority to control the provider with the franchise agreement was changed from the City to the California Public Utilities Commission (CUPC) with the passage of the Digital Infrastructure and Video Competition Act (DIVCA) by the state in 2006.
IMPACT ON CITY RESOURCES
Funding for this project is available in the fiscal year 2024-25 adopted budget within Fund 3004-PEG Access. No General Fund monies will be used for this project.
PEG Access Funds may only be used for the audio/video technology, and distribution of the Public, Education, and Government channels technology per Merced Municipal Code section 3.50.010.
ATTACHMENTS
1. RFP
2. Bid from Conti LLC
3. Services Agreement