Laserfiche WebLink
REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 21, 2016 <br />TITLE: <br />AGREEMENT WITH WESTERN AUDIO VISUAL <br />TO PROVIDE AUDIOVISUAL EQUIPMENT, <br />INSTALLATION, AND SERVICES <br />(STRATEGIC PLAN NO. 7, SA) <br />1 <br />CITY MANAG� <br />1;3 tole] 61 jil4►114!L•Ld[ou1 <br />CLERK OF COUNCIL USE ONLY: <br />:••:• W <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 18` Reading <br />❑ Ordinance on 2 "a Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with Western <br />Audio Visual to provide audiovisual equipment, installation, and on -call services for a one -year <br />term beginning June 21, 2016, through June 21, 2017, in the amount of $80,000, subject to <br />nonsubstantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />The Public Works Agency is seeking to modernize two conference rooms in the Ross Annex <br />Building with high resolution displays for meetings, presentations and technology for computer - <br />based teleconferencing, including cameras, microphones and speakers. A vendor with <br />professional experience in the audiovisual field is needed to assist in the design and installation <br />of these systems. <br />On Wednesday March 23, 2016, the Public Works Agency released a Request for Proposals <br />(RFP) for Audio - Visual Equipment, Installation and Services on the City's website and PlanetBids <br />(Exhibit 1). A pre - proposal meeting was held on Wednesday, March 30, 2016, to allow potential <br />proposers to inspect the conference rooms and clarify any questions. Six proposals were <br />received on Thursday, April 21, 2016. <br />The proposals were evaluated and ranked by a review committee comprised of personnel from <br />various City agencies, including Public Works, Information Technology, and Library Services. <br />Ranking criteria included firm and personnel experience, understanding of need, relevant project <br />experience, references and schedule. <br />The top three firms were subsequently interviewed, with Western Audio Visual receiving the <br />highest score: <br />251 -1 <br />