HomeMy WebLinkAboutC37960B CO1 Council Chamber Audio Visual (AV) System UpgradeSTAFF REPORT
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
MEETING DATE: June 13, 2019
PREPARED BY: Clayton von Helf, Information Systems Manager
REQUEST: Ratify City Manager's approval of Change Order #1 to Contract
No. C37960B with Presentation Products, Inc. DBA Spinitar, in an
amount of $14,055.50 for sales tax of equipment, and set aside a
5% contingency for additional work as authorized by the City
Manager.
Recommendation
By Minute Motion,
1. Ratify City Manager's approval of Change Order #1 to Contract No.
C37960B with Presentation Products, Inc. DBA Spinitar, in an amount of
$14,055.50 for sales tax of equipment.
2. Set aside a 5% contingency in the amount of $11,256 for additional work
as authorized by the City Manager.
Strategic Plan
Although the City's internal I.T. infrastructure is not addressed in the strategic plan, its
upgrade underlays, and is essential to, all projects and services performed by the City.
Information Technology Master Plan
Council Chamber Audio Visual system is listed as Initiative 9 in the Information
Technology Master Plan adopted by the City Council on February 23, 2017. It was
rated as a high priority by the I.T. Steering Committee.
Backqround Analvsis
At the June 13th Council Meeting, approval was given for contract C37960B. Staff did
not include sales tax in the amount of the contract - $14,055.50. Change order #1
reflects this change, and ratifies the approval given by the City Manager.
In addition, staff is requesting a contingency amount of 5% of the contract, $11,256, and
authorize the City Manager to approve any additional expenditures from that amount as
needed. This will facilitate any changes or additions to the work that may come up
during the summer recess.
June 13, 2019 - Staff Report
#C3796013 — CO#1
Page 2 of 2
Fiscal Analvsis
Funds were budgeted from the Equipment Replacement Fund, as part of the Capital
Improvement Plan, (under the IT Master Plan), and are available for this fiscal year,
account number 5304190-4404000.
LEGAL REVIEW
Robert W. Hargreaves
City Attorney
ATTACHMENTS:
DEPT. REVIEW
Lori me
Director of
Administrative Services
FINANCIAL REVIEW
Moore
Director of Finance
CITY MANAGER
Lauri Aylaian
City Manager