City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: AUGUST 6, 2024 FROM: FIRE DEPARTMENT WARDS: ALL
SUBJECT: APPROVE SERVICES AGREEMENT AND AMERICAN RESCUE PLAN ACT SUBRECIPIENT AGREEMENT WITH EIDIM GROUP, INC. DBA EIDIM AV TECHNOLOGY FOR THE PURCHASE OF TWO VIDEO WALLS, VIDEO CONTROLLER, TRAINING, AND STANDARD WARRANTY IN A TOTAL AMOUNT NOT TO EXCEED $303,569.86 UNDER REQUEST FOR PROPOSALS 2375 ISSUES:
Approve the Services Agreement and American Rescue Plan Act Subrecipient Agreement with EIDIM Group Inc. dba EIDIM AV Technology. for the purchase of two video walls, video wall controller, maintenance, training, and standard warranty in a total amount not to exceed $303,569.86 approved through the American Rescue Plan Act Expenditure Plan grant under Request for Proposals 2375.
RECOMMENDATIONS:
That the City Council:
Approve Services Agreement with EIDIM Group Inc. dba EIDIM AV Technology for the purchase of two video walls, video controller, training, and standard warranty in a total amount not to exceed $303,569.86 pursuant to Purchasing Resolution No. 24101, Section 508(d); Approve the American Rescue Plan Act Subrecipient Agreement with EIDIM Group Inc. dba EIDIM AV Technology for the purchase of two video walls, video controller, training, and standard warranty in a total amount not to exceed $303,569.86 approved through the American Rescue Plan Act Expenditure Plan grant; and Authorize the City Manager, or designee, to execute the agreement and make minor non-substantive changes.
BACKGROUND:
On March 11, 2021, President Biden signed into law the American Rescue Plan Act to facilitate the recovery from the devastating economic and health effects of the COVID-19 pandemic. The American Rescue Plan Act established the Coronavirus State Fiscal Recovery Fund and American Coronavirus Local Fiscal Recovery Fund, which provided a combined $350 billion in assistance to eligible state, local, territorial, and Tribal governments to assist in the economic and health recovery by providing resources to address impacts resulting from the crisis.
On February 7, 2023, the City Council approved the American Rescue Plan Act Expenditure Plan, First Allocation Expenditure Plan reallocation of funds which included an upgrade to the Emergency Operations Center (EOC) Audio/Video situational awareness system for the Fire Department.
DISCUSSION:
The Riverside Fire Department (RFD) Office of Emergency Management (OEM) manages the Emergency Operations Center for the City. The current audio video main displays in the EOC are standard definition projectors with parts of the system dating back to 12 years. OEM was able to upgrade the back end of the system with ARPA funds and installation with the help of city departments creating significant cost savings prior to seeking the video walls. The proposed system utilizes a multi-monitor display setup to create two large high-definition video walls in the EOC and Training Classroom/Expanded EOC.
The Riverside Fire Department is seeking to update the EOC’s audio video system with a digital high-definition system to provide better situational awareness in the EOC. Purchasing from EIDIM Group Inc. dba EIDIM AV Technology ensures that the equipment is properly installed, configured in good working order, and will ensure the Emergency Operations Center is well equipped to deal with hazards and threats in the region.
On April 26, 2024, the Purchasing Division of the Finance Department released RFP 2375 Emergency Operations Center Video Wall(s) Solution. There were 687 vendors notified and 49 prospective bidders on the bidders list. The RFP closed on May 21, 2024, with seven (7) responses received, of which four (4) were considered responsive. On June 6, 2024, a non-bidder email was sent to determine reasoning for non-bid; ten (10) of the non-bidders responded with various reasons for non-bid, three (3) of which were due to unable to attend the mandatory pre-bid meeting. An evaluation committee of four (4) members evaluated the responses based upon approach and methodology, pricing, qualifications, experience with projects of similar size and scope, and professional references, the City deemed EIDIM Group, Inc. dba EIDIM AV Technology as the most qualified responsible proposer, with the highest score of 90 of 100.
Purchasing Resolution 24101, Section 500 states that “Policy. For the acquisition of Goods, Services and Construction, Formal Procurement shall be conducted by the Manager and the Manager’s duly authorized representatives in conjunction with a Using Agency, or may be conducted by the Using Agency, through the approval of the Manager and the Manager’s duly authorized representatives in a manner and under circumstances intended to elicit competitive responses.” Purchasing Resolution 24101, Section 508(d) states that “Awards. Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder, except that: (d) Contracts for Professional Services procured through Formal Procurement shall be awarded by the City Council. Where the Using Agency is the Public Utilities Department, the award shall be reviewed by the Board of Public Utilities for recommendation prior to award by the City Council.” Purchasing Resolution 24101, Section 700(b) states that “Policy. Acquisition of Services by a Using Agency under the supervision of the Manager: (b) Anticipated to be more than $50,000, shall follow the Formal Procurement process.” The Purchasing Manager concurs that the recommendation is in compliance with the Purchasing Resolution 24101, Sections 500, 508(d), and 700(b).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 2 Community Well-Being and Goal No. 2.6 – Strengthen community preparedness for emergencies to ensure effective response and recovery.
This item aligns with Each of the five Cross-Cutting Threads as follows:
Community Trust – The Riverside Fire Department is dedicated to improving quality of life by creating a safe environment in partnership with the people it serves. The Office of Emergency Management’s ability to coordinate and support response efforts during large scale emergencies is in the public’s best interest, benefits the City’s diverse population, and results in the greater public good.
Equity – RFD provides public safety services to all residents in the City of Riverside. The addition of new videowall assists in the achievement of this goal and ensures citywide coordination during disaster.
Fiscal Responsibility – The ARPA grant will provide funding for two video walls, eliminating the financial burden on the City’s General Fund.
Innovation – RFD must constantly evolve and adapt to meet the community’s changing needs and prepare for the future. This grant provides funding for the Office of Emergency Management to purchase video walls to provide situational awareness and to the Emergency Operations Center and those that staff it.
Sustainability & Resiliency – The additional funding from this grant ensures the Fire Department has the capacity to preserve, adapt, and grow with the needs of the community.
FISCAL IMPACT:
The total fiscal impact of the action is $303,569.86. The funds are budgeted and available in the Grants & Restricted Programs Fund, Fire-Special Services, Maintenance & Repair of Buildings account number 8810300-424130.
Prepared by: Mark Annas, Emergency Services Administrator Approved by: Michael D. Moore, Fire Chief Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Mike Futrell, City Manager Approved as to form: Phaedra A. Norton, City Attorney Attachments:
RFP 2375 Award Recommendation
City Services Agreement
American Rescue Plan Act Subrecipient Agreement
ARPA A/V Project ● Page 3