TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments, with AVI Systems Inc., of San Diego, CA, a North Dakota Corporation, for video system and engineering services, on the same terms and conditions afforded to the City of San Diego, in an amount of $300,000, authorize a 15 percent contingency in the amount of $45,000, for a total contract amount not to exceed $345,000, until the City of San Diego contract expires on June 28, 2027, with the option to renew for as long as the contract with the City of San Diego is in effect, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with AVI Systems, Inc., to purchase and install audio and video equipment in the Local Distribution Site Training Room for the Department of Health and Human Services (Health Department). The equipment will allow for accessible training for the City of Long Beach (City) and partner agencies, including the Long Beach Police Department, Long Beach Fire Department, American Red Cross, and other community organizations. The equipment will enable presenters to use their own devices to project on multiple screens and will allow training to be broadcast to online participants, allowing more accessible alternatives for those who cannot participate in person.
The Public Health Emergency Management Division of the Health Department researched procurement options for video system and engineering services, including equipment installation and maintenance, and discovered other agencies had completed an open, fair, transparent, and competitive procurement process. The City reviewed the contract options and determined that the contract between the City of San Diego and AVI Systems, Inc., provided the best value to the City.
AVI Systems, Inc. was selected based on their competitive pricing, service level, and breadth of product offerings. Based on market analysis, AVI Systems, Inc., can offer competitive pricing. This vendor also comes highly recommended by the Department of Technology and Innovation.
The Long Beach City Charter, Section 1802, provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies. This alternative procurement method can save time and reduce costs through economies of scale by purchasing under existing contracts from other government agencies on a voluntary and selective basis when authorized by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Anita Lakhani on July 24, 2023, Purchasing Agent Michelle Wilson on July 14, 2023, and by Budget Analysis Officer Greg Sorensen on July 20, 2023.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on August 8, 2023, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total amount of the contract, inclusive of a 15 percent contingency, will not exceed $345,000. Sufficient appropriation is currently budgeted in the Health Grants Fund in the Health and Human Services Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
KELLY COLOPY
DIRECTOR
HEALTH AND HUMAN SERVICES
APPROVED:
THOMAS B. MODICA
CITY MANAGER