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CC - (1) Acceptance of Work Performed by Integrated Media Systems in the Amount of $199,431; (2) Authorization to File a Notice of Completion; and (3) Authorization to Release the Retention Payment after Expiration of the 35-Day Lien Period, for the Senior Center Audio-Video System Replacement Project.
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Meeting Date: August 8, 2016
Contact Person/Dept: Joe Susca/Public Works Administration
Phone Number: 310-253-5636
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (08//2016); (E-Mail) Integrated Media Systems (07/20/2016); (E-Mail) the Culver City Seniors Citizens Association (08/03/2016)
Department Approval: Charles D. Herbertson (07/28/16)
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RECOMMENDATION
Staff recommends the City Council: (1) accept work performed by Integrated Media Systems (IMS) in the amount of $199,431; (2) authorize filing a Notice of Completion; and (3) authorize release of the retention payment amounting to $10,701 after expiration of the 35-day lien period, for the Senior Center Audio/Video replacement project.
BACKGROUND
Construction of the City’s Senior Center was completed in 2003 and was funded in part by Proposition A - The Safe Neighborhood Parks Act of 1992 (Prop. A). The Senior Center was equipped with an audio/video (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 However, over the years, it has become technologically outdated, unreliable, and in need of replacement.
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.
During their meeting of March 28, 2016, the City Council approved a $199,431 contract with IMS to complete the Project.
DISCUSSION
The Project was completed within budget and staff received training on how to use the new A/V system.
The City’s Purchasing Department retrieved the old A/V equipment (primarily speakers) and sold them at auction.
The new A/V equipment comes with a two-year parts warranty from the manufacturers that covers the cost to replace any failed components.
FISCAL ANALYSIS
The $199,595 check received from the County was deposited into Account No. 41460909.346330 - Proposition A -- Maintenance and Servicing. A budget amendment was approved on March 28, 2016 by the City Council to appropriate the received funds into the aforementioned revenue account and its associated Expenditure Account No. 41460909.600100 - R & M - Building.
Separately, the Culver City Senior Citizens Association (CCSCA) provided an additional $14,585 in funds to obtain one additional wireless controller to operate the system and a 2-year maintenance agreement. The IMS maintenance agreement covers the cost of parts and labor necessary to complete on-site repairs of failed equipment, quarterly inspection, testing and fine tuning of the system to optimize its performance, and to provide staff technical support on an as-needed basis. The $14,585 in funds received from the CCSCA were deposited into Account No. 41460909.346330 - Proposition A -- Maintenance and Servicing and staff executed a separate contract for these items with IMS administratively.
RECOMMENDED MOTIONS:
That the City Council:
1. Accept the work performed by Integrated Media Systems in the amount of $199,431; and
2. Authorize filing a Notice of Completion; and
3. Authorize release of the retention payment in the amount of $10,701 to Integrated Media Systems upon expiration of the 35-day lien period.