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Title:
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Authorization to Award a Contract to Spinitar for Sound Reinforcement System Upgrades in the Veterans Memorial Building Auditorium.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council authorize awarding a contract to Spinitar for
the upgrade to the Sound System in the Auditorium of the Veterans Memorial
Building.
BACKGROUND/DISCUSSION:
This year’s Capital Improvement Budget includes funding to upgrade and reinforce
the sound system in the Auditorium of the Veterans Memorial Building (VMB). On
December 21, 2005 the City entered into a professional services agreement
(Attachment “A”) with Darren P. Doerschel for technical consultation and general
oversight of the procurement and installation processes for this project. Mr.
Doerschel worked with VMB staff and Public Works staff on a scope of work and
RFP (Attachment “B”) to improve the capabilities and the quality of the sound system
in the main Auditorium.
Approximately ten (10) RFP’s were mailed to various sound companies and on
March 21
st
, 2006 a mandatory pre-bid conference and job walk was held at the VMB.
In attendance was Spinitar, Sound Solutions and eTech Television Systems. On
March 31
st
, 2006 proposals were received from each of the three (3) companies
attending the job walk.
The RFP required that each bidder price this project on a line item basis. (See
Exhibit A of Attachment “B”). This allowed staff to deduct certain equipment from the
Meeting Date: 06/12/06 Item Number: A-16
AGENDA ITEM: Authorization to Award a Contract to Spinitar for Sound
Reinforcement System Upgrades in the Veterans Memorial Building Auditorium.
Contact Person/Dept.: Pam Robinson,
VMC Manager
Phone Number: (310) 253-6632
Fiscal Impact: Yes [x] No [] General Fund: Yes [] No [x]
Public Hearing: [] Action Item: [x] Attachments: [x]
Public Notification:
Master Notification List on 06/07/06, Doug Storm of Sound Solutions on 06/07/06, Ted
Silon of eTech Television Systems on 06/07/06 and Rob Oguinick of Spinitar on
06/07/06
Department Approval: William La Pointe,
Director of Parks, Recreation and
Community Services (06/05/06)
CAO Approval:
Jerry B. Fulwood (06/07/06)
City Controller Approval: Marlee Chang
(06/07/06)City of Culver City, California
City Council Agenda Item Report
line item detail if all of the bids came in over budget. Since all three (3) bids were
over budget as detailed in Attachment “C”, staff deducted the cost for the following
items from each bid;
1 of 2 Handheld wireless mic systems
1 of 2 Lavaliere wireless mic systems
4 each mic stands
7 each 25’ mic cables
3 each 50’ mic cables
Each of these items can be purchased separately at a later date and do not
compromise the integrity of the upgrade and reinforcement intentions.
The final bids, after the above deductions, are as follows;
eTech Television Systems $18,823.38
Sound solutions $17,827.04
Spinitar $13,627.75
FISCAL ANALYSIS:
Sufficient funds are available in the 2005-06 Capital Improvement Budget, Project
Number 42000834
ATTACHMENTS:
A. Professional Services Agreement with Darren P. Doerschel
B. RFP for Veterans Memorial Complex Sound Reinforcement System Upgrades
C. Line Item Bids from three (3) Sound Companies
MOTION:
That the City Council:
1. Award a contract to Spinitar for Sound Reinforcement System Upgrades in the
Veterans Memorial Building Auditorium; and
2. Direct the City Attorney to prepare the appropriate agreement and authorize the
Chief Administrative Officer to execute the agreement on behalf of the City.