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CONTRACT NO. K-1213-175: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND WRIGHTSON, JOHNSON, HADDON AND WILLIAMS, INC., (WJHW) IN THE AMOUNT OF $44,800 TO PROVIDE DESIGN AND CONSULTANT SERVICES FOR THE COUNCIL CHAMBERS AUDIO VISUAL UPGRADE PROJECT AND BUDGET TRANSFER.
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BACKGROUND: The Capital Budget includes a project for the replacement of the audio visual equipment in the Council Chambers, conference room, and lobby of the Municipal Building. Due to the size and scope of the project $400,000 was budgeted in FYE 2013 and $350,000 in FYE 2014. After further review staff learned having the project budgeted in the same year would assist in project coordination and provide for compatibility of equipment for a seamless transition.
The recent passage of General Obligation Bond projects provided an opportunity for funds originally budgeted in the Capital Fund for portion of those projects to be reallocated for other purposes. The Council Finance Committee met in October 2012 to discuss possible uses for those funds and one of the recommendations was to move forward with the Audio Visual Upgrade Project in the current budget year (FYE 2013).
DISCUSSION: The project includes replacement and/or upgrade of audio, video, and recording equipment currently servicing the Council Chambers, conference room, and lobby area. All equipment will interface with the digital server and web streaming hardware purchased in 2009. The project will also split the system to allow meetings to go on simultaneously in both rooms without any audio bleed over. The project will also address the poor video and audio quality 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 and there are ongoing problems with the audio and video feed during broadcast that can not be repaired.
This contract will provide for design, preparation of bid specifications, and construction oversight for the project. Request for proposals were solicited from six consulting firms, three firms completed on-site visits, and two proposals were received; Wrightson, Johnson, Haddon & Williams, Inc., (WJHW) and Fowler, Inc. The proposals were reviewed by a staff committee consisting of Brenda Hall, City Clerk; Larry Knapp, GIS Analyst/Audio-Video staff support; Joyce Green, GIS Manager; Kari Madden, Network Manager; Robert Gruver, Network Administrator; and Kathryn Walker, Assistant City Attorney.
After thorough review of the proposals the committee felt while both firms have expertise in audio, video and digital recording systems; WJHW has a broader background and expertise with video production and broadcast systems in the municipal arena. The committee unanimously supported the proposal submitted by WJHW in the amount of $44,800. Under the proposed contract, WJHW will meet with all appropriate parties to discuss and receive input from the stakeholders and to observe and document the existing conditions in detail. WJHW will review the existing broadcast and internet streaming provisions and gather input from Cox, Granicus, and U-Verse to learn what is required to incorporate those provisions into the renovated facility. Following completion of the fact gathering and discovery process, WJHW will present the staff committee with a narrative that discusses the performance objectives, probable cost, preliminary recommendations for acoustical materials and finishes, space requirements, and preliminary AC power and cooling loads. WJHW will then develop final construction documents and specifications for bidding; review bids once received to provide an analysis based on compliance with the bid documents, qualifications and value; and assist with project oversight. Upon completion of the project, WJHW will perform final set-up and testing of the systems.
If the contract is approved, the overall timeframe for the project is seven to nine months. Staff anticipates completion of design and preparation of bid specifications by mid to late May 2013 with the award of integrator contract in late June or early July, 2013. Once the integrator contract is approved by Council the completion of the project is estimated at four to five months.
A portion of the funds for the project are budgeted in the FYE 2013 Capital Budget, Project No. BG0027, Council Chambers Audio/Visual Upgrade, Construction (050-9365-419.62-01) in the amount of $400,000. As recommended by the Council Finance Committee, it is necessary to transfer the remaining $350,000 project budget originally budgeted in FYE 2014 from Project No. TR0063, Bridge Replacement Franklin Road to Project No. BG0027, Council Chambers Audio/Visual Upgrade to fully fund the project. Upon completion of the project, any remaining funds will be reverted to the Capital Fund Balance for use in other projects.
STAFF RECOMMENDATION: Staff recommends Contract No. K-1213-175 with Wrightson, Johnson, Haddon & Williams, Inc., in the amount of $44,800 be approved and funds in the amount of $350,000 be transferred from Project No. TR0063 Bridge Replacement Franklin Road, Land (050-9352-431.60-01) to Project No. BG0027, Council Chambers Audio/Visual Upgrade, Design (050-9365-419.62-01), $50,000, and $300,000 to Construction (050-9365-419.61-01).