Meeting Date: 12/8/2015 Report Type: Consent Report ID: 2015-01084 07 City Council Report 915 I Street, 1 st Floor www.cityofsacramento.org Title: Contract: Council Chamber Audio Video Broadcast Equipment Location: Citywide Recommendation: Pass a Motion authorizing the City Manager or his designee to award a contract with VMI, Inc. for the purchase of audio and visual equipment for an amount not-to-exceed of $156,431. Contact: Manuel Martinez, IT Supervisor (916) 808-8785; Ignacio Estevez, IT Manager, (916) 808-7349, Information Technology Presenter: None Department: Information Technology Division: Technology Infrastructure Svcs Dept ID: Attachments: 1-Description/Analysis 2-Contract City Attorney Review Approved as to Form Audreyell A. Anderson 12/1/2015 10:44:15 AM Approvals/Acknowledgements Department Director or Designee: Maria MacGunigal - 11/30/2015 2:15:58 PM James Sanchez, City Attorney Shirley Concolino, City Clerk Russell Fehr, City Treasurer John F. Shirey, City Manager 1 of 34
Description/Analysis Issue Detail: The audio, video, and broadcast systems in the City Council Chambers and Historic Hearing Room have been operational for over 10 years with minimal system outages or down time. As with most electronic systems, continued equipment maintenance, scheduled hardware, and software upgrades are necessary to ensure the electronic systems peak performance. Staff requests City Council approval for the procurement of audio, video, and broadcast equipment to upgrade the electronic systems in the City Council Chambers and Historic Hearing Room. This equipment replacement will also upgrade the City Council Chambers and Historic Hearing Room s live video broadcast quality from Standard Definition to High Definition.. Policy Considerations: The recommendations in this report are in accordance with the goals, objectives, initiatives, and operating principles of the City s IT Department, Sacramento City Code Chapters 3.56 and 3.64, and Administrative Policies 4001, 4104, and 4102. Economic Impacts: None. Environmental Considerations: The report concerns administrative activities that will not have a significant effect on the environment, and does not constitute a project as defined by the California Environmental Quality Act (CEQA) [CEQA Guidelines Sections 15061(b)(3);15378(b)(2)]. Sustainability: Not applicable. Commission/Committee Action: Not applicable. Rationale for Recommendation: The Department of Information Technology (IT) issued Invitation for Bid B16071011003 (the IFB ) for replacement of the audio, video, and broadcast equipment for the Council Chambers and Historic Hearing Room. Staff received three bids: two were responsive. The bid from VMI, Inc. was the lowest responsible bidder. Bidder Name Bid Amount LBE Responsive/Non Responsive ProSound Inc $162,255.34 No Responsive VMI Inc $156,430.84 No Responsive CalMedia Solutions $66,532.20 No Non-Responsive 2 of 34
Financial Considerations: Since 2009, the Sacramento Metropolitan Cable Television Commission ( SMCTC ) began collecting a 1% Public, Educational, and Governmental ( PEG ) access channel fees from cable television operators to support PEG facilities. In May 2015, staff applied for and received PEG funding approval from the SMCTC as outlined in a PEG Fee Funding Agreement for Member Agency (City Agreement 2015-1544), in the amount of $268,260 to upgrade the audio, video, and broadcast equipment in the City Council Chambers and Historic Hearing Room. Per City Agreement 2015-1544, the City will procure the equipment using General Funds and will be reimbursed by SMCTC using PEG funds. This component of the project focuses on procurement of upgraded hardware equipment from VMI, Inc. for an amount not-to-exceed $156,431. The remaining PEG funding will support equipment installation, configuration, testing, and training. The receipt and expenditure of these funds has been budgeted in the fiscal year 2015/16 budget. Local Business Enterprise (LBE): VMI is not an LBE. The minimum LBE participation requirement is waived for the procurement of supplies totaling greater than $100,000 because of the limited number of local suppliers and subcontracting is generally not practical or financially beneficial to the City. 3 of 34
4 of 34
5 of 34
6 of 34
7 of 34
8 of 34
9 of 34
10 of 34
11 of 34
12 of 34
13 of 34
14 of 34
15 of 34
16 of 34
17 of 34
18 of 34
19 of 34
20 of 34
21 of 34
22 of 34
23 of 34
24 of 34
25 of 34
26 of 34
27 of 34
28 of 34
29 of 34
30 of 34
31 of 34
32 of 34
33 of 34
34 of 34