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CC - CONSENT ITEM: Approval of an Amendment to the Existing Professional Services Agreement with Integrated Media Systems (IMS) dba Cashel Corporation Extending Audio Visual Support Services through June 30, 2025 in an Amount Not-to-Exceed $65,000 per Fiscal Year.
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Meeting Date: June 26, 2023
Contact Person/Dept: Michele Williams/Information Technology Department
Phone Number: (310) 253-5959
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: []
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (6/22/2023)
Department Approval: Michele Williams, Chief Information Officer (6/15/2023)
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RECOMMENDATION
Staff recommends the City Council approve an amendment to the existing professional services agreement with Integrated Media Systems dba Cashel Corporation (IMS) extending on-call support services through June 30, 2025 in an additional amount not-to-exceed $65,000 per fiscal year.
BACKGROUND
At meetings held on December 8, 2014 and March 28, 2016, City Council granted authorization for the installation of audio-visual (AV) equipment in the City Council Chambers and Senior Center respectively. Since 2016, the City established a support agreement with this vendor to perform quarterly preventative maintenance health checks and technical support as needed under administrative authority.
On June 28, 2021, the City Manager executed a new service agreement with IMS in an amount of $37,516 to include system warranty, remote system monitoring, preventative maintenance and troubleshooting and management services specific to the Council Chamber and Broadcast Control Rooms. Staff later worked with the vendor to implement infrastructure to support hybrid Council and Commission meetings. Given the additional support needs and the incorporation of a maintenance agreement for the AV components at the Senior Center, the cost of annual support exceeded administrative purchase authority. On December 10, 2021 City Council approved an amendment to the agreement through June 30, 2023.
DISCUSSION
IMS has knowledgeable technicians and the scope of services for the agreement continues to include quarterly onsite health checks of the system components. The vendor continues to provide excellent client support for their products and remains current with industry trends. Given these factors, Staff is now seeking authority to extend on-call support services with IMS an additional two years for an additional amount not-to-exceed $65,000 per fiscal year, for a total of $130,000.00.
Information Technology staff is collaborating with the City Clerk’s Office to initiate a project to enhance meeting software functionality and update end-of-life AV hardware components. This project was delayed due to staffing limitations but is expected to begin in July 2023. Approval of the contract amendment will ensure system support until the project to upgrade the audio-visual system is completed.
Pursuant to Culver City Municipal Code (CCMC) Section 3.07.055.E, bidding requirements shall not apply where items to be purchased are computer software, hardware maintenance services or software maintenance services. This procurement qualifies for such exemption.
FISCAL ANALYSIS
Sufficient funding is included in Account No. 10124100.600200 (Information Technology - R&M Equipment) in the Adopted Budget for Fiscal Year 2023/2024. Should the City Council approve this agreement, staff will request appropriate funding for the subsequent year through the annual budget process.
ATTACHMENTS
None
MOTIONS
That the City Council:
1. Approve an amendment to the existing professional services agreement with Integrated Media Systems (IMS) dba Cashel Corporation through June 30, 2025 in an amount not-to-exceed $65,000 per fiscal year; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.