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CC - FOUR-FIFTHS VOTE REQUIREMENT (1) Approval of an Agreement with Integrated Media Systems to Design, Purchase, and Install a Replacement Audiovisual System at the Senior Center in an Amount Not-to-Exceed $199,431, and (2) Approval of a Budget Amendment in the Amount of $199,595 to Appropriate Grant Funding Received from the County of Los Angeles Applicable to this Project.
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Contact Person/Dept: Joe Susca/Public Works-Administration
Phone Number: 310-253-5636
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/24/16); Integrated Media Systems (03/01/16); Culver City Senior Citizens Association Board of Directors (03/24/16)
Department Approval: Charles D. Herbertson/Director of Public Works/City Engineer (03/18/16)
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RECOMMENDATION
Staff recommends the City Council (1) approve an agreement with Integrated Media Systems (IMS) in an amount not-to-exceed $199,431 for the design, purchase, and installation of a replacement audiovisual system at the Senior Center and (2) approve a budget amendment in the amount of $199,595.
A Budget Amendment Requires a 4/5ths Vote
BACKGROUND
Construction of the City’s Senior Center was completed in 2004 and was funded in part by Proposition A - The Safe Neighborhood Parks Act of 1992 (Prop. A). The Senior Center was equipped with an audiovisual (A/V) system that was state of the art at the time it was constructed. However, over the years, it has become technologically outdated, unreliable, and is in need of replacement.
DISCUSSION
Since one of the Senior Center’s several funding sources for its construction included Prop. A, certain costs to maintain the facility are financed by Prop. A’s Maintenance and Servicing funds, which are administered by the Los Angeles County Regional Park and Open Space District (County). In mid-2015, the County notified staff that $430,000 in “excess” Prop. A funds were available on a competitive basis to complete qualified projects. At staff’s request, IMS prepared a budgetary estimate of $199,595 to replace the aging A/V system. On October 13, 2015, staff submitted an application for the excess funds and on December 15, 2015, received notice of the award along with a $199,595 check from the County to complete the project.
On March 11, 2016, IMS updated their budgetary estimate by submitting a proposal in the amount of $199,431 to replace the A/V system. The proposal includes the A/V system design, purchase of equipment, installation, testing, and staff training for use of the replacement A/V system that is comprised of the following components (Project):
Assembly Rooms 126-128 (a.k.a. B49, B47 and B45):
• A new metal rack to mount the various equipment.
• 11,000 lumen laser projector with 20,000 hour lamp life that provides enough brightness to clearly see images on the screen, even if the room lights remain on.
• A large format built-in 16:9 aspect ratio screen (92” high X 164” wide).
• One Blu-Ray disc player.
• A digital media routing system that controls the various A/V components, including a cable television tuner.
• A digital signal processing unit capable of separating or combining A/V inputs and outputs in the three assembly rooms.
• One remote control 9” touch pad intuitively designed so that staff may easily operate the system in a wireless fashion from within any of the three rooms.
• One wall-mounted 10” touch pad intuitively designed so that staff may easily operate the system.
• A wall-mounted volume control and A/V input jacks capable of connecting to an iPod and other external devices.
• One wired microphone and nine wireless microphones.
• 35 new audio speakers to be installed within the existing ceiling enclosures.
• One ceiling-mounted loop that provides assisted listening for the hearing impaired for one or any combination of the three rooms.
Meeting Rooms 160-163 (a.k.a. C71, C73, C75 and C77):
• A new metal rack to mount the various equipment.
• A digital signal processing unit capable of separating or combining A/V inputs and outputs in the four meeting rooms.
• 24 new audio speakers to be installed within the existing ceiling enclosures.
• Wall-mounted volume control and audio input jacks capable of connecting to an iPod and other external devices.
• One wireless microphone for use when the four rooms are combined. (Due to their smaller size, each individual room does not require an amplified public address system.)
• Two ceiling-mounted loops that provide assisted listening for the hearing impaired for one or any combination of the four rooms.
• One remote control 9” touch pad intuitively designed so that staff may easily operate the system in a wireless fashion from within any of the four rooms. The touch pad includes a docking station located in the adjacent A/V equipment room.
The equipment comes with a two-year parts warranty from the manufacturers that covers the cost to replace any failed components.
Pursuant to Sections 3.07.045.B and 3.07.085.A of the Culver City Municipal Code, the IMS agreement is not subject to formal bidding procedures as it is for the purchase and installation of replacement equipment that is a component of a system previously acquired by the City and is necessary to maintain and improve the City’s utilization of such equipment. Further, as an agreement for professional services it may be awarded without complying with the formal bidding process, provided competitive quotations are obtained, when practical, as determined by the City Manager. In this instance, the City Manager determined competitive quotations were not practical as the City has had prior experience with IMS for the purchase and installation of the Mike Balkman Council Chambers’ A/V equipment. The City Manager’s Office has reported that IMS provided both superior customer service and reliable, state-of-the-art A/V equipment making them uniquely qualified to complete the Project. In addition, having the City’s two largest and most complex A/V systems installed, maintained, and serviced by the same firm is both cost-effective and convenient, in terms of potential maintenance issues in the future.
FISCAL ANALYSIS
The $199,595 check received from the County has been deposited into Account No. 41460909.346330 - Proposition A -- Maintenance and Servicing. A budget amendment is requested to appropriate the received funds into the aforementioned revenue account and expenditure account41460909.600100 - R & M - Building.
ATTACHMENTS
None.
RECOMMENDED MOTION(S)
That the City Council:
1. (Four-Fifths Vote Required) Approve a budget amendment in the amount of $199,595 to appropriate funds into revenue account 41460909.346330 and expenditure account 41460909.600100; and,
2. Approve an agreement with Integrated Media Systems in an amount not-to-exceed $199,431 to replace the Senior Center’s audiovisual system; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.