REQUEST FOR CITY COUNCIL ACTION
DATE: 06/21/2023
TO: Honorable Mayor and City Council Members
FROM: Fire Department
SUBJECT:
Title
ACCEPTANCE OF THE WESTERN AUDIOVISUAL BID FOR EMERGENCY OPERATIONS CENTER INTEGRATED AUDIO VIDEO SYSTEMS UPGRADE. ADOPT THE PLANS AND SPECIFICATIONS FOR THE PROJECT
End
EXECUTIVE SUMMARY:
This staff report asks the City Council to award the Notice of Inviting Bids (NIB)#23-024 CA for $540,232.08 for upgrades to the Emergency Operations Center (EOC).
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Adopt the plans and specifications for the Emergency Operations Center Integrated Audio Video Systems Upgrade project.
b. Award Notice Inviting Bids 23-024CA to Western A/V, the lowest responsive, responsible bidder, for a total bid amount of $540,232.08 and waive any and all minor irregularities in the bidding documents as submitted by said bidder for the Emergency Operations Center Integrated Audio Video Systems Upgrade.
c. Authorize the City Manager, or his designee, to execute the Construction Contract with Western A/V, in the amount of $540,232.08 including any non-substantive extensions, change orders, purchase orders, and amendments up to the amount authorized by Corona Municipal Code 3.08.050 (H) which is the equivalent to 10% or $54,023.00.
d. Authorize the City Manager, or his designee, to issue a purchase order with Western A/V in the amount of $540,232.08.
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BACKGROUND & HISTORY:
The original EOC was located within the Utilities Department building in the mid-2000’s. The infrastructure in the EOC has not been updated from the original purchase of the hardware. The hardware has past its manufacturer-supported life span and has failing associated components. City staff have been unable to locate the replacement parts necessary to support the existing infrastructure. Guidepost Solutions was contracted to design an updated system for the EOC that would fit the City’s current and future needs. They also helped draft the RFP for the build phase.
ANALYSIS:
The project was advertised for bids in the Sentinel Weekly on January 27, 2023 pursuant to Public Contract Code formal bidding procedures and CMC Section 3.08.090 Public projects - formal bidding procedure. The advertising process included posting the bid opportunity on PlanetBids, the City’s electronic bidding portal and emailing to the Plan Rooms. A total of 111 prospective contractors were notified of the bid opportunity by PlanetBids with 42 prime contractors accessing the bid and contract documents.
A mandatory pre-bid conference was held at Fire Headquarters on February 7, 2023 and eight (8) contractors participated. Three (3) bids were received by the March 16, 2023 bid due date. The bid schedule included three (3) alternate bid items to address system maintenance services for up to three additional years after the initial one-year warranty period expires. Bidders were required to provide a bid for the total base bid items and alternate bid Options A, B and C with the lowest responsive, responsible bidder determined based on the base bid alone.
The Bid and Contract Document allows the City to award the contract on the total base bid amount alone or the base bid and any selected alternate item. Staff recommends awarding the Base Bid and Alternate Bid Schedule A for one additional year of system maintenance for a total contract price of $540,232.08 (Base bid in the amount of $524,969.08 plus Alternate Bid Option A in the amount of $15,263.00 for a Total Bid amount of $540,232.08).
Summary of Bids Received:
|
No. |
Contractor |
City |
Base Bid |
Bid Alternate A |
Award Amount |
|
1 |
Western AV |
Orange |
$524,969.08 |
$15,263.00 |
$540,232.08 |
|
2 |
EIDIM Group dba/ EIDIM AV Technology |
Fullerton |
$583,507.47 |
$9,492.00 |
$592,999.47 |
|
3 |
Golden Star Technology, Inc. |
Cerritos |
Nonresponsive |
|
|
A nonresponsive bid was received from Golden Star Technology (GST) for failure to meet the licensing requirements specified in the Bid and Contract Document. Due to the scope of work, contractors were required to hold both a C-10 electrical contractor and a C-7 low voltage systems contractor license. GST only holds a C-7 license and failed to list a C-10 licensed subcontractor on their bid.
Staff has reviewed the bids and recommend awarding the contract to Western A/V as the lowest responsive, responsible bidder based on the Bid Schedule for a total contract amount of $540,232.08. All licenses and references for Western A/V have been reviewed and verified by City staff, and all other documentation is in order.
FINANCIAL IMPACT:
Funding for the recommended actions is available in the Emergency Operations Center Upgrade Capital Improvement Project No. 75090. The EOC project is budgeted in the General Fund utilizing public, educational, or governmental (PEG) funds. PEG funds are received from the City’s cable providers for PEG channel support. The funds are used to replace and maintain the City’s production and communication equipment, as well as fund equipment related to emergency broadcasts and information dispersed from the Emergency Operations Center.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action authorizes the acceptance of the bid for the EOC AudioVisual upgrade, and there is no possibility this will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: LEE SHIN, EMERGENCY SERVICES MANAGER
REVIEWED BY: BRIAN YOUNG, FIRE CHIEF
Attachments:
1. Exhibit 1 - Contract - Western AV-NIB 23-024CA EOC AV Systems Upgrades Staff Executed 5-23-2023