BOARD ROOM INFRASTRUCTURE UPGRADE

Transcription

1 ~ Los Angeles County ~ Mot..po'"," T,,",pon,';oo A.'honly Metro One Gateway Plaza Los Angeles, CA FINANCE & BUDGET COMMITTEE JANUARY 20, Tel metro. net 19 SUBJECT: "ACTION: BOARD ROOM INFRASTRUCTURE UPGRADE AWARD CONTRACT TO AVI-SPL FOR BOARD ROOM INFRASTRUCTURE UPGRADE AND MAINTENANCE IN AN AMOUNT NOT TO EXCEED $1,095,572 RECOMMENDATION A. Authorize the Chief Executive Officer to award a firm fixed price contract, Contract No. PS , to AVI-SPL, in the amount of $1,030,572 effective February 1, 2010; B. Authorize the Chief Executive Officer to award Contract No. PS , to AVI-SPL, in an amount not to exceed $65,000, for allowance of post warranty spare parts and system maintenance service. RATIONALE Our Board Room audio and visual infrastructure for recording meetings is over 15 years old and is no longer supported by its manufacturers. As a consequence outs_age,_the existing audio visual equipment was designed to record in analog format which prohibits our ability to readily distribute the contents of our Board Meetings via currently available media channels, such as the Internet. This award will modernize our audio visual capability to a digital format that enables recordings of Board meetings to be readily accessible. The upgrade will also provide closed captioning and assisted listening capability to support ADA compliance, video conferencing capability, automated voting and legislative functions to streamline meeting flow, self-service on-demand printing of Board reports, and easy retrieval of meeting recordings. The audio visual capability will be extended to cover the 3 rd Floor conference rooms that are used for Board Room overflow seating. The upgrade will also include capability to improve the management of meeting proceedings. When completed, our audio visual capability will be similar in functionality to other Council or Board Rooms, such as the City of Los Angeles, County of Los Angeles, City of Pasadena, etc

2 FINANCIAL IMPACT The funding of $1,030,572 for this service is included in the FY10 budget in cost center 9220, Information Technology Services, under capital project number , account This action will not impact the Iife-of-project budget of $1,331,839 for this project. To date, $66,605 has been spent on this project. Impact to Enterprise Fund Bus and Rail Operating 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 FY10 approved budget for this capital expenditure. Installation of the new Board room equipment will not increase the operating costs of the Board Secretary's office. 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 it will result in an array of equipment that do not integrate well, prohibits the transition from analog to digital format, and precludes the extension of audio visual capability to the 3 rd Floor conference rooms for meeting overflow seating. 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, will exceed the cost of this award within four years. ATTACHMENT(S) A-1. A-2. A-3. Procurement Summary Procurement History List of Sub-Contractors Prepared by: Elizabeth Bennett Chief Information Officer 2

3 Bruce Feerer Acting Chief Administrative Services Officer (j}jl1.'~ Arthur T. Leahy Chief Executive Officer 3

4 BOARD REPORT ATIACHMENT A-1 PROCUREMENT SUMMARY Board Room Infrastructure Upgrade 1. Contract Number: PS Recommended Vendor: AVI-SPL 3. Cost/Price Analysis Information: A. Bid/Proposed Price: IRecommended Price: $ 1,095,572 $ 1,095,572 B. Details of Significant Variances are in Attachment A-1.D 4. Contract Type: Firm Fixed Price 5. Procurement Dates: A. Issued: B. Advertised: C. Pre-proposal Conference: D. Proposals Due: E. Pre-Qualification Completed: F. Conflict of Interest Form Submitted to Ethics: Small Business Participation: A. Bid/Proposal Goal: 0% Date Small Business Evaluation No Goal Recommended Completed: 8/4/09 B. Small Business Commitment: 0% No Small Business Enterprise (SBE) goal was recommended. 7. Invitation for Bid/Request for Proposal Data: Notifications Sent: Bids/Proposals Bids/Proposals Advertised on Daily Picked up: Received: News & on Metro's -- -web-site --a Evaluation Information: A. Bidders/Proposers Bid/Proposal Best and Final Offer Names: Amount: Amount: 1. Anderson Audio Visual $846, N/A 2. AVI SPL $1,082, $1,030,572 * 3. CCS Presentation $846, $1,158, EIDIM Group $1,925, N/A 5.Hoffman Video $551, $849, Orange Pro AV $566, N/A 7. Spinitar $813, $1,382, *Amount does not include allowance for post warranty parts and services 4

5 B. Evaluation Methodology: Numerically Scored Details are in Attachment A-2.C 9. Protest Information: A. Protest Period End Date: B. Protest Receipt Date: TBD C. Disposition of Protest Date: TBD 10. Contract Administrator: Telephone Number: Mark Lu Project Manager: Telephone Number: Arlen Sanders

6 A. Background on Contractor BOARD REPORT ATIACHMENT A-2 PROCUREMENT HISTORY Board Room Infrastructure Upgrade AVI-SPL is one of the largest audio video system integrators. AVI-SPL was formed as a merger between Audio Visual Innovations (AVI) and Signal Perfection Ltd. (SPL) in early AVI, based in Tampa, Florida, began operation in 1979 and SPL was formed in Columbia, Maryland in For more than 40 year, AVI and SPL specialized 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 does not have any prior contracting history with Metro. AVI-SPL has completed the following projects: Design and installation of 911 emergency operation center for the Los Angeles County Fire Department; Command Control Operation War Room for United States Marine Corp, First Marine Corp Expeditionary Force at Camp Pendleton, California; Audio Video System Upgrade for the Los Angeles County Employee Retirement Association Commission Chamber. B. Procurement Background This is a competitively negotiated procurement under RFP number PS ~~ -The-Div:ersity and Economic Opportunity Department did not recommend a Small Business Enterprise (SBE) participation goal for this procurement due to lack of subcontracting opportunities. C. Evaluation of Proposals This procurement was conducted in compliance with standard Metro procurement policies and procedures. Proposals were received from seven firms and evaluated according to 5 majorfactors: Corporate experience (15%), Past Performance (15%), Project Plan (20%), Technical Compliance (30%), and price (20%). The Source Selection Committee (SSC) evaluated each proposal in accordance to the evaluation criteria set forth in the RFP. Proposal scores from Anderson Audio Visual, EIDIM Group, and Orange Pro AV were not high enough to be in the competitive range and were not considered further. 6

7 The remaining proposers, AVI SPL, CCS Presentation, Hoffman Video, and Spinitar were interviewed by the SSC. As a result of the interviews, a request for Best and Final Offer (BAFO) was issued to all four firms. AVI-SPL was found the highest overall score in the BAFO submittal. Though AVI-SPL was not the lowest priced firm, the superiority of their experience and qualifications offset the $181,220 difference between AVI-SPL and Hoffman Video, the lowest priced proposal. Hoffman Video's proposal was the lowest scored proposal in the areas of Corporate Experience, Past Performance, Project Plan, and Technical Compliance. D. Cost/Price Analysis Explanation of Variances The recommended price has been determined to be fair and reasonable based upon adequate competition. 7

8 BOARD REPORT AnACHMENT A-3 LIST OF SUBCONTRACTORS BOARD ROOM INFRASTRUCTURE UPGRADE PRIME CONTRACTOR AVI-SPL SBE Commitment 0% Other Subcontractors None 8