TO:
Honorable Mayor and Members of the City Council
THROUGH:
John Jalili, Interim City Manager
FROM:
Bruce Moe, Finance Director
Leilani Flores Emnace, Information Systems Manager
Gwen Eng, Purchasing Manager
SUBJECT:Title
Award of Contract to TV Pro Gear in the Amount of $489,634 for Broadcasting System Upgrades and Installation (Finance Director Moe).
APPROVE AND APPROPRIATE
Line
________________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1) Award a contract to TV Pro Gear for broadcasting system upgrades and installation in the amount of $489,634;
2) Authorize the City Manager to approve additional work, if necessary, in an amount not to exceed $48,963 (10% of contract amount);
3) Transfer $116,809 from the General Fund to the Information Systems Fund and appropriate $116,809 from the Information Systems Fund for this project; and
4) Authorize the City Manager to negotiate and execute a contractual agreement with TV Pro Gear.
Body
FISCAL IMPLICATIONS:
Funds totaling $472,480.75 are available in PEG (Public, Education, and Government) funds generated from cable subscribers to be used in support of cable broadcast. The total cost of the contract with TV Pro Gear will not exceed $538,597 (which includes a 10% contingency for unforeseen changes in project scope). PEG funds are restricted to cable broadcast hardware and infrastructure costs only; professional services are not an allowable expenditure. The proposed broadcast systems hardware cost is $421,788; there are sufficient PEG funds available for this purpose. Professional services in the amount of $67,846 are required, for which funds are available in the General Fund for transfer to the Information Systems Fund for appropriation and expenditure.
DISCUSSION:
One of City Council's Strategic Plan Initiatives is the implementation of broadcast capabilities in the Public Safety Facility and Joslyn Center. In addition, an Information Systems Master Plan project is to refresh existing audio-visual (A/V) broadcast and production equipment and to acquire a portable production system for remote productions. Through this acquisition, the objectives are to reduce equipment failures, increase production quality, reduce staff time for posting video productions and add the ability to broadcast and record events at remote locations (Public Safety Facility and Joslyn Center).
To this end, a Request for Proposal (RFP #965-14) was issued with the focus on effective and reliable broadcasting. The scope of work includes the following: Council Chambers - replace cameras with high definition (HD) cameras; Joslyn Center Auditorium - install four HD cameras; Public Safety Facility - install two HD cameras; Master Control Room - upgrades so that staff have the ability to simultaneously record and transmit output from any of the three facilities; Mobile Studio - provide a portable HD video production system for events outside of the three facilities; programming; system drawings and flowchart diagrams; and project management.
The City received two proposals. Because this is a professional services contract, selection is based upon many factors including knowledge and experience with similar projects, approach and understanding of the scope of services, references, staff expertise and cost. The firms submitting proposals were:
1. TV Pro Gear $489,634.00
2. AVI-SPL $689,946.06
Staff evaluated the proposals and recommends TV Pro Gear for this project. This assessment was based on TV Pro Gear's comprehensive response to the Request for Proposal, their understanding of the required scope of services, qualified project team, and strong experience in similar projects for other local agencies and broadcast companies. References reported TV Pro Gear to have successfully completed past projects on-time and within budget.
Every effort has been made to properly develop comprehensive specifications and thoroughly evaluate existing conditions for this project. However, complex projects such as this involve infrastructure, wiring and technology implementation which may encounter unforeseen conditions and there may be a need to quickly adapt to such occurrences in order to maintain critical timelines for completion. As a result, staff recommends that the City Council authorize the City Manager to approve additional work in an amount not-to-exceed $48,963 (10% of bid). These funds are included in the requested appropriation and if unused will be returned to fund balance. If any of the unanticipated additional work can be funded through remaining PEG funds (i.e., equipment), those restricted funds will be expended first.
CONCLUSION:
Staff recommends that the City Council: a) Award a contract to TV Pro Gear in the amount of $489,634 for broadcasting system upgrades and installation; b) Authorize the City Manager to approve additional work in an amount not to exceed $48,963 (10% of contract amount); c) Transfer $116,809 from the General Fund to the Information Systems Fund; d) Appropriate $116,809 from the Information Systems Fund for this project; and e) Authorize the City Manager to negotiate and execute a contractual agreement with TV Pro Gear.
The project is expected to be substantially completed within 60 days, with a priority on the ability to broadcast/stream live from the Public Safety Facility.
Attachment:
1. TV Pro Gear Proposal