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    16.    
City Council Regular
Meeting Date: 06/11/2019  

SUBJECT:
APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT WITH CASHEL CORPORATION DBA INTEGRATED MEDIA SYSTEMS (IMS) FOR THE AUDIO VISUAL AND CONTROL SYSTEM UPGRADE FOR THE COUNCIL CHAMBERS AND COMMUNITY ROOM
RECOMMENDATION:
  1. Authorize the execution of a six (6) month agreement with two (2) one-year renewal options with Cashel Corporation dba Integrated Media Systems (IMS) in an amount not to exceed $248,000 for the audio visual and control system upgrade for the Council Chambers and Community Room.
     
  2. Adopt a resolution entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHINO HILLS, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR FISCAL YEAR 2018-19 INCREASING THE PEG ACCESS FEE FUND BUDGET BY $95,500 FOR THE AUDIO VISUAL AND CONTROL SYSTEM UPGRADE FOR THE COUNCIL CHAMBERS AND COMMUNITY ROOM.
     
  3. Authorize the City Manager, at his discretion, to approve cumulative change orders up to 10% ($24,800) of the awarded contract amount.
BACKGROUND/ANALYSIS:
The Chino Hills Council Chambers and City Hall Community Room (which serves as the overflow room to the Council Chambers) is the main large meeting room venue at City Hall. The Council Chambers is generally utilized for City Council and Commission meetings, training workshops and classes, community presentations, candidate forums, and other similar types of public meetings. The City Hall Community Room is located to the rear of the Council Chambers and is used as an overflow room for the Council Chambers meeting room space. The City Hall Community Room is also utilized as a separated meeting room for smaller classes, trainings, and meetings when it is not being used as the Council Chambers overflow room. Equipment in both of these locations was installed in 2008 and is in need of an upgrade. Audio visual equipment in both rooms are utilized for the recording of the Council meetings for playback on the government access channels 3 on Spectrum and 41 on Frontier Cable TV systems, which is a majority of the programming that occurs on those channels.    
 
The Audio Visual and Control System Upgrade for the Council Chambers and Community Room project will improve the quality of the audio and volume in the Council Chambers, City Hall Community Room, to the press box audio feed, and to the main lobby and breezeway areas. It will add additional microphones and mute buttons; upgrade and add (two) additional Creston switcher control units; upgrade two projectors; switch to 4K (16:9) screens and dais displays; add updated connections for computers, tablets, laptops, and other Apple and PC devices; add a voting system which will provide a visual display of voting for the live and cable TV audience; add visual speaker timer displays; and provide a network hub for carrying audio and video to the Community Room and lobbies. The network hub will also allow for future AV feeds to other government center locations when the broadcast room is upgraded in the next few years.    
 
A Request for Proposals (RFP) for this project was publicized during the month of March and vendors were invited to a mandatory project walk-through. A total of 13 vendors attended the walk-through and a total of five RFP’s were submitted by the April 8, 2019, deadline.   
 
The vendors were asked to submit proposals and provide their expertise on the project with the ability to suggest additional improvements as add alternates. The RFP’s were scored by a panel of six individuals with audio visual and facility upgrade knowledge and experience. The vendor selected, Integrated Media Systems, had a very detailed scope of work, paid very close attention to detail, and displayed a strong desire to completely understand how the complicated AV system was designed. The cost component of the scoring was only 15 percent for this project. The vendors approach to the scope of work and breakdown of tasks, knowledge and technical competence, approach to the project, and experience doing similar AV upgrade projects with strong references, weighed more heavily on the selection (85 percent).
 
Staff recommends that the City Council approve the attached Professional Services Agreement with Cashel Corporation dba Integrated Media Systems (IMS), in an amount not to exceed $248,000, to upgrade the audio visual equipment in the Council Chambers and Community Room and for the purchase of various equipment, installation, testing, and training associated with the AV Upgrade Project.              
 
This audio visual upgrade will be completed during the period of August 14, 2019, through September 10, 2019, when the Council is typically dark for the second meeting in August. During this time, no other meetings can be held in the Council Chambers and City Hall Community Room to accommodate this aggressive installation schedule. 
ENVIRONMENTAL (CEQA) REVIEW:
This proposed action is exempt from review under the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq., "CEQA") and CEQA Guidelines (Title 14 California Code of Regulations §§ 15000, et seq.), because it does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and, constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, this action does not constitute a "project" that requires environmental review (see specifically 14 CCR § 15378(b)(4-5)).
FISCAL IMPACT:
The current funding for this project is $152,500. The proposed budget amendment will increase the expenditure budget in the PEG Access Fee Fund by $95,500, decrease projected ending fund balance by $95,500 and bring the total budget allocation for the project to $248,000.
 
Funding for annual ongoing maintenance costs is budgeted annually in the Community Relations Division, City Manager’s Department Budget. All new equipment will be covered by the manufacturer’s warranty period of one year and IMS will be servicing any needs in relation to the new equipment. 
REVIEWED BY OTHERS:
This item has been reviewed by the Finance Director.
Attachments
Agreement
Resolution for Budget Amendment BA#19B068
Exhibit 1 - Budget Amendment BA#19B068

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