Agenda #: 5.11
Meeting Date: June 17, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTANT SERVICES AGREEMENT WITH BCT
ENTERTAINMENT, INC. FOR THE PURCHASE OF A NEW AUDIOVISUAL SYSTEM IN THE DIAMOND BAR CENTER BALLROOM WITH CONFIGURATION AND INSTALLATION SERVICES.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve, and authorize the City Manager to sign, a Consultant Services Agreement with BCT Entertainment, Inc. for the purchase of a new Audio-Visual System in the Diamond Bar Center Ballroom with configuration and installation services in the not-to-exceed amount of $162,007.07, plus a contingency amount of $32,392.93 for Contract Change Orders for a total authorization amount of $194,400.00.
FINANCIAL IMPACT:
The total not-to-exceed amount set forth in the Consulting Services Agreement for a new Audio-Visual System in the Diamond Bar Center Grand View Ballroom with configuration and installation services is $194,400.00, including contingency. Sufficient funds are included in the FY 2024/25 budget for such services.
BACKGROUND:
The Diamond Bar Center Grand View Ballroom is utilized by our constituents, staff, and private rentals on a daily basis for a variety of professional seminars, birthdays, BINGO, weddings, and many other activities. This use includes technological features such as microphones, speakers, stage lights, display screens, camera, touch screen control and an overhead projector. The use of this equipment by facility renters does require an event package for an additional fee leading to additional facility revenue and a renter’s reasonable expectation of operational equipment.
The Diamond Bar Center Ballroom currently has outdated Crestron Audio Visual system
originally installed in 2004. All AV equipment is obsolete and replacement parts have become difficult or impossible to find new or used. The current arrangement consists of system control equipment, signal distribution equipment, audio equipment, display equipment and stage lighting. The current Audio-visual system has reached the end of its useful life.
The City invited proposals from qualified firms to provide a new Audio Visual System.
Services will be provided for and administered through the Information Systems Department.
ANALYSIS:
Consistent with the purchasing ordinance, the City publicly solicited bids, 12 vendors participated in the Mandatory site walk and 10 vendors submitted a bid. The final cost proposal from each bidder is listed below:
Bidder Proposed Cost
BCT Entertainment $162,007.07
INA LED US, INC. $167,407.12
TV Pro Gear, Inc $237,626.00
Solutionz Inc. $238,252.02
AKJOHNSTON $252,225.00
Western Audio Visual $259,547.12
EIDIM Group, Inc. dba EIDIM
AV Technology
$268,893.74
Artistic Resources Corp $283,151.00
COA Associates LLC $298,913.18
VACT Inc. $309,229.83
Upon review of all bid responses, staff has determined that BCT Entertainment, Inc. is the lowest cost responsible bidder. The bid response from BCT Entertainment, Inc. has been reviewed by staff for pricing and compliance, finding that the bid is competitively priced, and meets all requirements of the RFP and the City’s purchasing policy.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.11.a Consulting Services Agreement BCT Entertainment inc
2. 5.11.b Cost Proposal