File #: K-1314-50    Version: 1 Name: Municipal Building AV Replacement Project
Type: Contract Status: Passed
File created: 11/5/2013 In control: City Council
On agenda: 11/12/2013 Final action: 11/12/2013
Title: CONSIDERATION OF ACCEPTANCE OF BID NO. 1314-23; APPROVAL OF CONTRACT NO. K-1314-50 WITH CORY'S AUDIO VISUAL SERVICES, L.L.C., IN THE AMOUNT OF $505,216.83; AND ADOPTION OF PROJECT AGENT RESOLUTION NO. R-1314-31 FOR THE MUNICIPAL BUILDING AUDIO/VIDEO SYSTEM REPLACEMENT PROJECT.
Attachments: 1. Bid tab AV Project, 2. Text File K-1314-50.pdf, 3. Contract - K-1314-50, 4. Project Agent - AV Project, 5. Purchase Req - Cory's

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CONSIDERATION OF ACCEPTANCE OF BID NO. 1314-23; APPROVAL OF CONTRACT NO. K-1314-50 WITH CORY’S AUDIO VISUAL SERVICES, L.L.C., IN THE AMOUNT OF $505,216.83; AND ADOPTION OF PROJECT AGENT RESOLUTION NO. R-1314-31 FOR THE MUNICIPAL BUILDING AUDIO/VIDEO SYSTEM REPLACEMENT PROJECT.

 

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BACKGROUND:  The Capital Budget includes funding in the amount of $725,000 for the replacement of the audio/video system in the Council Chambers, conference room, and lobby of the Municipal Building and the addition a separate audio/video system in the Multi-Purpose Room. City Council, in its meeting of March 12, 2013, approved Contract No. K-1213-175 with Wrightson, Johnson, Haddon & Williams, Inc., (WJHW) in the amount of $44,800 to provide design services, preparation of bid specifications, and construction oversight for the project.

 

DISCUSSION:  The project includes replacement of the entire audio, video, and recording equipment currently servicing the Council Chambers, conference room, and lobby area of the Municipal Building as well as the installation of a standalone audio, video, and recording system for the Multi-Purpose Room.  The project will also split the system to allow meetings to go on simultaneously in both rooms without bleed through of audio from the adjacent room.  The project will also address the poor video and audio quality citizens currently experience when watching City Council and Planning Commission meetings on Channel 20.  The current equipment was included in the original installation when the building was constructed in 1998 and has exceeded its useful life.  Parts are no longer available for many of the components in the system; therefore, there are portions of the system that are no longer working as well as other ongoing problems with the audio and video feed during broadcast that can no longer be repaired.

 

Plans and specifications for the project were prepared by WJHW and advertised in the Norman Transcript on September 5 and 12, 2013.  A mandatory pre-bid conference was held on September 16, 2013, and questions resulting from the pre-bid conference or bid documents were received through September 19, 2013.  Interpretations, clarifications, and/or changes were responded to in the form of an addendum on September 23, 2013. A request was made by a potential bidder to allow for the substitution of Crestron equipment in place of the AMX equipment included in the project specifications.  To allow for flexibility relative to experience and/or expertise of the potential vendor, an allowance was given in the addendum to substitute the equipment, stipulating substitutions would be considered as alternates and alternates must include the amount to be added or deducted from the base proposal. 

 

Bids were opened on September 26, 2013, and bids were received from Broadcast Works, Tyler, TX; Fowler, Inc., Norman, OK; Ford-Audio Video, Oklahoma City, OK; Cory’s Audio Visual Services, L.L.C., Oklahoma City, OK; and AVL Systems Design, Edmond, OK.  Two bids received did not meet specifications.  Broadcast Works’ bid did not include a full project bid as three line items related to the electrical work and sound baffles needed in the Council Chambers were bid on a per square foot or lineal foot basis; therefore, a total bid can not be determined.  AVL Systems Design submitted their bid for the alternate Crestron equipment but did not include a bid for the AMX equipment included in the original bid specifications.

 

Bids were reviewed by WJHW, the City's design consultant for the project, who evaluated the proposals based on cost; experience; expertise; and certifications.  WJHW recommended the contract be awarded to Cory’s Audio Visual Services, L.L.C., (Cory’s) utilizing the alternate bid for Crestron equipment.  The base bid submitted by Cory’s was $545,151.36.  Awarding the alternate bid for the Crestron equipment reduces the base bid by $39,934.53 for a total contract amount of $505,216.83.  This equipment is part of the control/automation and video systems.  AMX and Crestron are comparable systems and using the Crestron equipment will not change the overall quality of the system.  Vendors are certified in many product lines, but they may have more experience with one product over another.  Cory’s has indicated they use Crestron as their preferred control system in many of their projects.  Utilizing a product they have more experience with is to the City’s advantage for ongoing care and maintenance needs.

 

The project is expected to be completed in late March 2014, early April 2014.  Much of the work with the equipment will be completed off site with on-site installation expected in late January or early February 2014.

 

Funding for the project is budgeted in the Capital Budget, Council Chambers Audio/Video Upgrade, Construction (050-9365-419.61-01) in the amount of $700,000.

 

STAFF RECOMMENDATION:  Staff recommends bids submitted under Bid 1314-23 meeting specifications be accepted, the bid be awarded to Cory’s Audio Visual Services, L.L.C., as the lowest and best bidder meeting specifications.  Staff further recommends Contract No. K-1314-50 with Cory’s in the amount of $505,216.83 be approved, the Mayor be authorized to execute the performance, statutory, and maintenance bonds contingent upon the City Attorney’s approval, and Project Agent Resolution No. R-1314-31 granting tax-exempt status to Cory’s be adopted.