EXECUTIVE MANAGEMENT COMMITTEE FEBRUARY 21, 2013 BOARDROOM AUDIO-VIDEO SYSTEM UPGRADE AWARD CONTRACT ACTION: RECOMMENDATION

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1 53 One Gateway Plaza Los Angeles, CA metro. net EXECUTIVE MANAGEMENT COMMITTEE FEBRUARY 21, 2013 SUBJECT: ACTION: BOARDROOM AUDIO-VIDEO SYSTEM UPGRADE AWARD CONTRACT RECOMMENDATION Authorize the Chief Executive Officer to award a contract under RFP# PS to AVI-SPL, the highest rated proposer, for the Boardroom Audio-Video System Upgrade in an amount not-to-exceed $97 4,000. ISSUE The Audio Visual system in Metro's Board Room is over 17 years old and needs to be upgraded to ensure reliability. Equipment failure rates are increasing and maintenance costs are rising. Spare parts are difficult to acquire. The system has multiple single points of failure and has no built-in redundancy. Audio output levels are limited without generating feedback. Audio quality is poor particularly when the room is full. This is due to limitations of the system as well as aging speakers and other components. Resolution on some of the Board Member monitors is inadequate. The voting system is obsolete and is no longer supported by the vendor. DISCUSSION This award will modernize our audio visual capability to a digital format that addresses all of the aforementioned issues and provides additional improvements such as: New microphones and speakers for the dais area Enhanced presentation video monitors at each board member station New audience speakers to provide high-quality, audio reproduction

2 New higher resolution projector and projector screen for improved presentations New voting system and software to streamline board meeting presentations Audio recordings with indexed search capabilities Pan/tilt/zoom video camera(s) Scalability for future enhancements and growth The project amount of $97 4,000 covers not only the equipment in the Board Room but also updated sound and video for the following ancillary and overflow rooms; Board Conference Room, Union Station Conference Room, Gateway Plaza Conference Room, and the Cafeteria. The upgrade will also include capability to improve the management of meeting proceedings such as enhanced voting and process improvement. When completed, our audio visual capability will be similar in functionality to other modern Board Rooms found in the City of Los Angeles, County of Los Angeles and the City of Pasadena. The new system is projected to last at least 15 years with minimal maintenance. DETERMINATION OF SAFETY IMPACT This project will have minimal overall impact on safety. There will be some improvements in the control-room work environment. The newer standards of organized and labeled wiring will reduce maintenance and potential electrical shock hazards. FINANCIAL IMPACT The funding of $97 4,000 for this project is included in the FY13 budget in cost center 9220, Information Technology Services, under capital project number , account This contract cost is fully covered in the life-of-project budget of $1,331,840. Impact to Budget The funding for these services is TDA4. These funds are eligible for bus and rail operating and capital expenses. No other source of funds was considered for this project because these funds are in the FY-13 approved budget for this capital expenditure. Installation of the new Board Room voting system will result in net increased annual operating costs of approximately $50,000 beginning in FY15 for ongoing managed services which includes software maintenance, technical support, and hosting of audio recordings. Boardroom Audio Video System Upgrade Page 2

3 ALTERNATIVES CONSIDERED One alternative is to continue to use our existing equipment and replace the various equipment modules as they fail. This is not recommended as the current core equipment is technically obsolete and failures typically disrupt Board and Committee meetings. Further, replacement parts, if available, can only be obtained from used or refurbished equipment or salvage outlets. A second alternative is to contract with a service to provide the audio visual capability. This is not recommended as the cost of the service, based on cost projections derived from vendor-based information and the projected increased use of the boardroom will exceed the cost of this award in a very short period, notwithstanding the logistical challenges that would be created. NEXT STEPS Upon Notice to Proceed to the vendor, an immediate schedule will be set for implementation. The goal will be to have the new system functional for the May 2013 board meetings. A temporary system may be used during the construction period in April2013. ATTACHMENTS A. Procurement Summary Prepared by: Joe Giba, Deputy CIO (213) Dave Edwards, CIO (213) Boardroom Audio-Video System Upgrade Page 3

4 Chief Administrative Services Officer Arthur T. Leahy Chief Executive Officer Boardroom Audio-Video System Upgrade Page 4

5 ATTACHMENT A PROCUREMENT SUMMARY METRO BOARD ROOM AUDIO VIDEO SYSTEM UPGRADE 1. Contract Number: PS Recommended Vendor: Audio Visual Innovations, Inc. 3. Type of Procurement (check one): D IFB [8J RFP D RFP-A&E D Non-Competitive D Modification D Task Order 4. Procurement Dates: A. Issued: August 20, 2012 B. Advertised/Publicized: August 24, 2012 C. Pre-proposal/Pre-Bid Conference: September 6, 2012 D. Proposals/Bids Due: October 1, 2012 E. Pre-Qualification Completed: October 2, 2012 F. Conflict of Interest Form Submitted to Ethics: October 2, 2012 G. Protest Period End Date: March 4, Solicitations Picked Bids/Proposals Received: up/downloaded: Contract Administrator: Mark Lu Telephone Number: Project Manager: Arlen Sanders Telephone Number: A. Procurement Background This Board Action is to award Contract PS to Audio Visual Innovations, Inc. for the purpose of acquiring hardware, software, and installation services to upgrade the audio and video system in the Metro Board Room. The RFP was issued in accordance with Metro's Acquisition Policy and the contract type is a Firm Fixed Price (FFP). Two amendments were issued during the solicitation phase of this RFP: Amendment No. 1 was issued on September 17, 2012 to update the submittal requirement Amendment No. 2 was issued on September 19, 2012 to add the "Payment of Prevailing Wages" clause under the Special Provision Section. Boardroom Audio-Video System Upgrade Page 5

6 A Pre-Proposal meeting was held on September 6, Thirty-one (31) questions were asked during and after the pre-proposal meeting. A memorandum was issued on September 17, 2012 to answer those questions. A total of three (3) proposals were received on October 1, B. Evaluation of Proposals/Bids The solicitation was a standard Request for Proposal in compliance with Metro's procurement policies and procedures. A Source Selection Committee (SSC) consisting of Metro Staff (Information Technology Services, and Communications Department) was convened and conducted a comprehensive technical evaluation of the proposals received. The proposals were evaluated based on the following evaluation criteria and weights: Minimum Qualifications: 1. Proposer shall have provided audio video system and integration services for a minimum of five (5) years; 2. Proposer shall have successfully implemented an audio/video system of similar size and scope of Metro's stated SOW within the last three (3) years; 3. The proposed audio/video system shall be comprised of commerciallyoff-the-shelf (COTS) available products with proven reliability records over the last two years. Evaluation Factors: Corporate Experience Past Performance Project plan Technical Compliance CosUPrice Proposal Total Points 10% 10% 20% 30% 30% 100% The evaluation criteria are appropriate and consistent with criteria developed for other similar IT and system upgrade procurements. Several factors were considered when assigning weights, giving the greatest importance to the firm's corporate experience, past performance, and technical compliance on audio and video system upgrade projects. Three proposals were received. During October through December 2012, the Source Selection Committee (SSC) met and interviewed the Proposers. Each firm's project managers and key team members had an opportunity to present their team's qualifications, demonstrate their solution, and respond to Metro's committee's Boardroom Audio-Video System Upgrade Page 6

7 questions. One firm's proposal was found not to be in the competitive range and was, therefore, eliminated from consideration. The two firms within the competitive range are listed below in alphabetical order: 1. Audio Visual Innovations, Inc (Also known as AVI-SPL); 2. Presentation Products, Inc., dba Spinitar; Qualifications Summary of Firms Within the Competitive Range: Audio Visual Innovations Inc., (AVI-SPL)- The proposal provided a comprehensive project plan and demonstrated a clear understanding of Metro's requirements on this project. The firm's extensive audio/visual system integration experience and past performance demonstrated that the firm and staff possess adequate technical skill, experience, and industry certifications. The proposed equipment list, with value engineering options and built-in redundancy design for critical areas, satisfies the technical compliance requirements. With over 30 years of experience and over 50,000 projects in both private and public sector, the proposal met the minimum requirements listed in the Evaluation Criteria. Presentation Products, Inc., dba Spinitar- The proposed solution demonstrated that the firm understands Metro's requirements, has adequate corporate experience, and sufficient past performance to meet the minimum requirements of the solicitation. A comprehensive equipment list was provided in the proposal but it was unclear whether the list included built-in redundancy for critical components and the voting system does not seem to fulfill the requirements of the solicitation. The evaluation committee recommended the AVI-SPL's solution based on the highest score achieved. Boardroom Audio-Video System Upgrade Page 7

8 Weighted Average Factor Average 1 FIRM Score Weight Score Rank 2 AVI-SPL 3 Corporate Experience % Past Performance % Project Plan % Technical Compliance % Price % Total % Spinitar 17 Corporate Experience % Past Performance % Project Plan % Technical Compliance % Price % Total % C. Cost/Price Analysis After initial proposals, each firm was requested to provide Best and Final Offers (BAFO) based on their revised understanding of the solicitation requirements. BAFO pricing includes the cost of the integrated voting and legislative software which was not presented in the original RFP. The following represents the final proposed pricing: Proposer Name BAFO Amount AVI-SPL $973, Presentation Products, Inc., $948, dba Spinitar. The recommended price has been deemed fair and reasonable based on adequate competition and price reasonableness. The technical superiority of AVI-SPL justifies the additional cost of $25,728 over Spinitar. Boardroom Audio-Video System Upgrade Page 8

9 D. Background on Recommended Contractor The recommended firm, AVI-SPL, headquarters located in Tampa, Florida, is one of the largest audio video system integrators. AVI-SPL was formed as a merger between Audio Visual Innovations (A VI) and Signal Perfection Ltd. (SPL) in early AVI, based in Tampa, Florida, began operations in 1979 and SPL was formed in Columbia, Maryland in With more than 30 years of industry experience, AVI-SPL specializes in developing the audio video technology of local, state, and federal organizational environments. AVI-SPL specializes in design, installation, and service of professional audio, video computer graphic systems, computer networks, and structured cabling across a wide variety of industries: broadcast; entertainment; telecommunications; transportation; utility; financial; medical; education; military and municipal government. AVI-SPL has design and installed about 50 municipal meeting facilities, council chambers, and courtrooms facilities. These installations are similar to this Metro upgrade project. The proposed technical staff on this project average 18 years of audio video system design and implementation and project management experience. The combined experiences of the AVI-SPL team will be beneficial to Metro's board room AV system upgrade project. E. Small Business Participation The Diversity and Economic Opportunity Department (DEOD) established a 10% Small Business Enterprise (SBE) goal for this solicitation. AVI-SPL made a 2.83% SBE commitment. AVL-SPI was required to demonstrate a "Good Faith Effort" to meet the 10% SBE goal. AVL-SPI received a passing GFE score of 85 of the required 75 out of 100 points and was determined to have met the Good Faith Effort. SMALL SBE10% SMALL 2.83% BUSINESS BUSINESS GOAL COMMITMENT SBE Subcontractors %Committed 1. JM Fiber Optics 2.83% Total Commitment 2.83% Boardroom Audio-Video System Upgrade Page 9

10 F. All Subcontractors Included with Recommended Contractor's Proposal Subcontractor Services Provided 1. James Electric C7/C10 Licensee High voltage and structural support 2. JM Fiber Optics, Inc. Communication fiber optic and data com products Boardroom Audio-Video System Upgrade Page 10

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