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25-88044
CITY OF GLENDALE, CALIFORNIA
REPORT TO THE SPECIAL CITY COUNCIL
AGENDA ITEM
Report: Dispense with Competitive Bidding In Order to Purchase and Install Specialized Rigging, LED Lighting, and LED Wall Equipment at the Alex Theatre
1. Resolution Dispensing with Competitive Bidding and Authorizing the Purchase and Installation of Specialized Rigging Systems from Killswitch, Inc. at the Alex Theatre.
2. Resolution Dispensing with Competitive Bidding and Authorizing the Purchase and Installation of Specialized LED Lighting Equipment from Volt Lites, Inc. at the Alex Theatre.
3. Resolution Dispensing with Competitive Bidding and Authorizing the Purchase and Installation of Specialized LED Video Wall Equipment from Meridian AVL, Inc. at the Alex Theatre.
COUNCIL ACTION
Item Type: Action Item
Approved for June 3, 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 current major upgrades are requested to be done through three single sources in lieu of the regular bidding process, as recent tariffs have imposed a significant cost increase and time delay to the proposed project. Local vendors have been identified that have these items already in stock, preventing the increase in cost and time delay.
RECOMMENDATION
That the City Council approve the three resolutions to allow staff to pursue these three single source contracts.
ANALYSIS
In 2022, the City Council approved the contract with Evnsong (formerly SAS Entertainment), with a capital improvement schedule intended to modernize the Theatre {{section.number}}{{item.number}}2
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and bring the operations up to industry standards. This 10-year project to improve the Theatre’s appearance, amenities, and audio/visual equipment has been underway for three years, with more upgrades still required. These upgrades and purchases are budgeted annually and have occurred through the City’s regular procurement process.
This report outlines a major upgrade to Theatre equipment – bringing in a LED video wall, a rigging system to hold the LED video wall and new lighting, and LED lighting which is compatible with the broadcast quality multi-camera video system purchased in 2025. Staff is requesting the acquisition and installation of the new equipment be from three single source vendors 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 expert vendors to coordinate the specifications of all the pieces to ensure proper functionality and connectivity. Additionally, by utilizing the three single source vendors for these items, the City is able to procure items currently locally available in lieu of bidding out items, which would otherwise be subject to new tariffs from China. Utilizing local vendors 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.
The Rigging (Killswitch) and LED wall (Meridian) are replacing equipment that Evnsong has been renting. Evnsong has been informed by the rental vendors that this equipment will no longer be available after this summer. As these systems have become integrated into the Theatre’s operations, they need to be replaced with the purchases at this time.
The new Lighting equipment (Volt) is the only vendor with the specific makes and models compatible with the current lighting and video system at the Alex. Without this equipment the newly installed camera system cannot be used effectively.
Killswitch Inc. - This rigging contract includes the engineering, installation, and upkeep of two separate rigging systems. The first will hang the new LED wall above the stage.
The current rental wall is rigged with rental rigging - so as the new wall comes in, it will need to be replaced with owned equipment. The second rigging installation is to for the new LED lighting, which is necessary for compatibility with the camera equipment. The total for this project is $83,525.
Volt Lighting - These lights represent the first of two lighting upgrades needed and included in the CIP plan. These LED lights will replace the antiquated incandescent lights. The total for this project is $148,560.
Meridian - The LED video wall was also included within the CIP plan for the Theatre and this contract requires local design and installation. The total for this project is $134,500.
STAKEHOLDERS/OUTREACH
No outreach is associated with this report.
FISCAL IMPACT
The purchase, delivery, installation, and training for the use of these items totals $366,585, which was included as a part of the FY 2024-25 budget. No new {{section.number}}{{item.number}}3
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appropriation is being requested at this time.
Existing Appropriation
Amount Account String Funding Source
$366,585 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 equipment. There is no possibility that the action of upgrading equipment within the Theatre may have a significant effect on the environment.
CAMPAIGN DISCLOSURE
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, 2 and 3, in accordance with the City Campaign Finance Ordinance No. 5744.
ALTERNATIVES TO STAFF RECOMMENDATION
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 Disclosures
Exhibit 2: Itemized Purchase Lists
Exhibit 3: Approved CIP Schedule