| | | | | | | | Agenda Item - 3.g.
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
| To: | Scott C. Stiles
| From: | Maria Stipe
| | Dept.: | City Manager
| Dept.: | Assistant City Manager
| | Subject: | Award a contract to VMI, Inc. to upgrade audio and video equipment in the Community Meeting Center. (Cost: $114,176.63) (Action Item) | Date: | 4/13/2021 |
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| | | | | | | | OBJECTIVE
For the City Council to award a contract to VMI, Inc., for upgrading the audio and video equipment in the Community Meeting Center. |
| | | | | | | | BACKGROUND
The current audio and video equipment was installed in 2008 using the standard definition technology of the time. With an aging and failing system that services the Council Chambers, the Council TV Control Room, and affects the systems used throughout the Community Meeting Center, staff initiated a request for proposal (RFP) to obtain quotes to provide all labor, materials, equipment and installation for an HD upgrade to the City Council Control Room and Chambers with the latest HD technology. This technology is essential to provide enhanced quality and broadcasting reliability for City Council, Housing Authority, Successor Agency and Sanitary District meetings during and after the COVID-19 pandemic. |
| | | | | | | | DISCUSSION
RFP No. S-1277 was released on PlanetBids on February 2, 2021, and results were posted on March 21, 2021. Rating was conducted by GGTV3 staff familiar with the needs and the infrastructure, and each proposal was scored based on the requirements in the Scope of Work. Proposals needed to include all equipment manuals, diagrams and related paperwork for each individual component.
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VENDOR
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BID AMOUNT
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SCORE
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AVI SPL, LLC
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$266,906.11
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208
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EIDIM Group
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$183,828.63
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216 |
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Tangram Technology
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$152,424.86
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257
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VMI, Inc.
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$114,176.63
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274
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Of the four bidders, VMI, Inc. was deemed the most responsive bidder based on the qualifications and experience and was rated highest.
Installation is estimated late May early June, and will seamlessly integrate the new system without interrupting the televised schedule for council meetings. A portion of the cost is eligible to be funded through the CARES Act. |
| | | | | | | | FINANCIAL IMPACT
The total contract cost is $114,176.63 and will be paid using funds from the General Fund, Housing CARES Act, Garden Grove Sanitary District, and Water. Funds are available in the current Fiscal Year 2020-21 budget. |
| | | | | | | | RECOMMENDATION
It is recommended that the City Council:
- Award a contract to VMI, Inc., in the amount of $114,176.63, for the purchase and installation of audio and video equipment in the Community Meeting Center; and
- Authorize the City Manager to sign the contract, and to make minor modifications as needed, on behalf of the City.
By: Jeff Davis, Cable/Video Production Specialist
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| ATTACHMENTS: | | Description | Upload Date | Type | File Name | | Agreement | 4/5/2021 | Agreement | 4-13-21_VMI_INC_2021_Contract.pdf |
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