TITLE
Recommendation to adopt Specifications No. RFP PW19-044 and award a contract to EIDIM Group, Inc., dba EIDIM AV Technology, of Buena Park, CA, for furnishing and installing Assistive Listening Systems, in the amount of $299,796, with a 35 percent contingency in the amount of $104,929, for a total contract amount not to exceed $404,725, for a period of two years, with the option to renew for three additional one-year periods; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with EIDIM AV Technology for furnishing and installing Assistive Listening Systems, commonly referred to as hearing loops. Hearing loops allow cochlear implant (hearing aid) users to receive sound through their hearing aid if the implant is equipped with a T-coil switch. This enables people with hearing loss to engage more fully in meetings and events by ensuring that participants can receive audible information. Each site will also be equipped with portable receivers for non-hearing aid users who may have difficulties hearing, and to be used as translation devices. In addition, facilities will be retrofitted with Audio Visual (AV) equipment for a fully-integrated hearing loop system.
The Michelle Obama Library was fitted with hearing loops when it was constructed, and the new Main Library will offer hearing loops as well. The community rooms at the Alamitos and El Dorado branch libraries will be the first two existing City facilities to receive hearing loop systems using Measure A funds, at an anticipated cost of $50,000 per location. Additional public facilities may be added during the contract term as additional funding becomes available. This contract does not include a guaranteed minimum payment or retainer fee. Payment to the contractor will be based on the number of hearing loop work orders issued by the City and fully completed by the contractor.
The Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on December 14, 2018, and 4,493 potential proposers specializing in hearing loop systems were notified of the RFP opportunity. Of those potential proposers, 21 downloaded the RFP via the City’s electronic bid system. The RFP document was made available from the Purchasing Division, in City Hall, and the Division’s website at www.longbeach.gov/purchasing. An RFP announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 26 local, minority-owned and women-owned business groups. Two proposals were received on January 31, 2019. Of those two proposers, one was Minority-owned Business Enterprise (MBE), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and none were Long Beach businesses (Local).
A Selection Committee (Committee), comprised of representatives from the Public Works Department, unanimously selected EIDIM Group, Inc., dba EIDIM AV Technology, of Buena Park, CA, based on their relevant experience, education, and technical level of personnel that will be used to fulfill the requirements of the scope of work in the RFP. The Committee is confident that EIDIM AV Technology will implement the project successfully based on past performance with the City.
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download the RFP specifications. Through outreach, 398 Long Beach vendors were notified to submit proposals, of which none downloaded nor submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy R. Webber on August 14, 2019, Purchasing Agent Tara Yeats on August 26, 2019, and by Budget Analysis Officer Julissa José-Murray on August 28, 2019.
TIMING CONSIDERATIONS
City Council action is requested on September 17, 2019, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total contract amount will not exceed $404,725. The requested contract authority is estimated based on current and anticipated projects located in library community rooms with the possibility of expanding to other facilities, if funding is identified. Any work not currently budgeted will only proceed at such time as appropriation is approved by the City Council. The project cost for the Alamitos and El Dorado Libraries is estimated at $85,253. Sufficient appropriation for these locations is budgeted in the Capital Projects Fund Group in the Public Works Department. This recommendation will have 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,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER