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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Dispense with Competitive Bidding In Order to Purchase and Install Specialized Broadcast Quality Multi-Camera A/V Equipment at the Alex Theatre.
1. Resolution Dispensing with Competitive Bidding Required by Glendale City Charter, Article VI, Section 9, and Authorizing the Purchase and Installation of Specialized Theatre Control Room Equipment from TV Pro Gear at the Alex Theatre.
COUNCIL ACTION
Item Type: Action Item
Approved for January 28, 2025 calendar
EXECUTIVE SUMMARY
The Alex Theatre is engaged in a 10-year Capital Improvement Project to bring the Theatre’s appearance, amenities, and audio/visual equipment to the industry standards.
The City Manager is recommending Council authorize dispensing with competitive bidding for the acquisition and installation of an industry-standard, live-stream capable broadcast quality multi-camera video system through a single source in lieu of the regular bidding process. The Glendale City Charter, Article VI, Section 9 allows for dispensing with public bidding upon recommendation of the City Manager, when the City Council determines that it is in the best interests of the City to do so and acts by resolution setting forth the reasons for such action.
RECOMMENDATION
That the City Council approve the resolution dispensing with competitive bidding as in the best interests of the City in order to ensure the historic Alex Theatre has industry- standard audio-visual technology that will enable the Alex Theatre to remain viable and competitive as a regional live-theatre venue now and in the future.
ANALYSIS
In 2022, the City Council approved the contract with Evnsong (formerly SAS Entertainment), with a capital improvement schedule intended to modernize the Alex 2{{section.number}}{{item.number}}
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Theatre and bring operations up to industry standards. This 10-year project to improve the Theatre’s appearance, amenities, and audio/visual equipment has been underway for two years, with many more upgrades still required. These upgrades and purchases are budgeted annually and have occurred through the City’s regular procurement process.
The item before the Council is a major upgrade to the equipment – bringing in a live- stream capable broadcast quality multi-camera video system. Staff is requesting the acquisition and installation of the new equipment be from a single source because of the variety of compatible components needed to be delivered, installed and integrated at one time. Because of the intricacy of the equipment, this upgrade requires one expert vendor to coordinate the specifications of all the pieces to ensure proper functionality and connectivity. Additionally, by utilizing a single source vendor, the City is able to procure some pre-owned items with the same warranty as new equipment. If these items were bid out through the regular procurement process, there would be no ability to compare the functionality and differences amongst the pre-owned equipment’s quality and readily determine the compatibility of all pieces of equipment. Sole sourcing the acquisition and installation provides the opportunity for a significant discount in the purchase price by nearly 50%.
Utilizing a local vendor with items in stock also provides a guarantee that the equipment being delivered and ready for use within 30 days. Some supply chain issues with previous procurements have led to waits as long as 12 months.
STAKEHOLDERS/OUTREACH
No outreach is associated with this report.
FISCAL IMPACT
The purchase, delivery, installation, and training on the use of these items totals $220,494, which was included as a part of the FY 2024-25 budget. No new appropriation is being requested at this time.
Existing Appropriation
Amount Account String Funding Source
$220,494 GL: 51200-4010-CDD-0020
PL: CDD00796BN
Capital Improvement
Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
CEQA does not apply to projects where the lead agency determines "with certainty that there is no possibility that the activity in question may have a significant effect on the environment." CEQA Guidelines (14 Cal. Code Regs.) § 15061(b)(3). Here, the action involves replacing old and outdated A/V equipment. There is no possibility that the action of upgrading equipment within the Theatre may have a significant effect on the environment.
CAMPAIGN DISCLOSURE
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The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit #1, in accordance with the City Campaign Finance Ordinance No. 5744.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1. Do not authorize dispensing with competitive bidding. Not accepting this motion will significantly increase the cost and timeline of completing this project.
ADMINISTRATIVE ACTION
Submitted by:
Bradley Calvert, Director of Community Development
Prepared by:
Tamar Sadd, Deputy Director of Community Development
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1: Campaign Disclosure Form
Exhibit 2: Itemized Purchase List
Exhibit 3: Approved CIP Schedule