HomeMy WebLinkAboutC32940 - RFP - Audio-Visual Equpmnt - Parkview CmplxContract No. C32940
REQUEST:
SUBMITTED BY:
DATE:
Recommendation
CITY OF PALM DESERT
FINANCE DEPARTMENT
STAFF REPORT
AUTHORIZE STAFF TO ISSUE A REQUEST FOR PROPOSALS
FOR AUDIO VISUAL EQUIPMENT AND INSTALLATION IN
CONFERENCE ROOM 119
CLAYTON VON HELF, INFORMATION SYSTEMS MANAGER
JUNE 27, 2013
By Minute Motion, that the City Council:
1. Authorize staff to issue a Request for Proposals for the purchase and
installation of audio visual equipment for conference room 119; and
2. Authorize City Manger to execute the contract in an amount not to
exceed $55,000 with the most qualified bidder.
Background
Conference room 119 is the main CVAG conference room in the Parkview Office
complex. The current audio visual equipment is at least ten years old and is not
meeting the current needs of the users. This remodel will allow for video conferencing,
better video presentations, and clearer audio presentations, without making drastic
changes the configuration of the rooms furniture.
The work will be done during the "dark" period this summer. Staff will issue an RFP and
select the most qualified contractor to perform the work. By authorizing the City
Manager to approve the contract, we will be able to have the work completed during the
summer months, and no meetings will be interrupted.
An independent consultant has given us an estimate of the cost of the project, and will
be providing us with a bid set of plans. The estimated cost is $51,000. We are asking
for a 10% contingency over that estimation, as a roof for the project cost. CVAG staff
has agreed to pay half this cost as a reimbursement to the City of Palm Desert.
This remodel will update the videoconferencing system to current standards, replace
projectors with flat panel displays, and fix the audio problems in the room. The remodel
Contract No. C32940
Staff Report
Authorize RFP — CVAG Conference Room
June 27, 2013
Page 2 of 2
cost also includes reprogramming the control system currently in use. We will be
keeping and repurposing much of the equipment currently in use, helping to keep the
cost of the project down.
Fiscal Impact
The cost of the remodel is an amount not to exceed $55,000. Funds are available in
Fund 510-4195-495-3330.
Submitted by:
onJon Helf F
Information Systems Manager
Approved by:
Paul S. Gibson
Director of Finance
CITY COUNCIL A�PION
APPROVED ✓✓ DENTED
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Original on File with City Cerk's Office
J #Yn M. Wohlmuth
ity Manager