City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-02055 12/6/2022 Consent Item 5.
Agreement: Audio Visual System Upgrades in City Council Chambers and Historic Hearing Room
File ID: 2022-02055
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to:
1) approve the use of cooperative purchasing agreements with OMNIA Partners Contract Number R201202 for the purchase of audio visual equipment, accessories and supplies; 2) issue the required purchase orders for an amount not-to-exceed $350,000 under the cooperative purchasing agreements listed above during Fiscal Year 2022/23; and 3) execute Supplemental Agreement No. 3 to City Agreement 2017-0374 with EKC Enterprises, Inc. (EKC) for telecommunications cabling, wiring, and audio/video upgrade services for an amount not-to-exceed $250,000, increasing the total not-to-exceed amount to $1.65 million.
Contact: Darin Arcolino, Assistant IT Director, (916) 808-0403, [email protected]; Ignacio Estevez, IT Manager, (916) 808-7349, [email protected]; Manuel Martinez, IT Supervisor, (916) 808-8785, [email protected]; Information Technology Department Presenter: None
Attachments:
1-Description/Analysis
2-Contract
3-Cooperative Purchasing Agreement
Additional Description/Analysis
Issue Detail: The Information Technology (IT) Department has a need to purchase equipment and technical services to upgrade the audio-visual systems in the City Council Chambers and Historic Hearing Room. The enhancements will include upgrades to the Closed-Circuit Television (CCTV) Camera System, Creston touch displays units, and the replacement of other aged and non-supported hardware that supports remote meeting capabilities in several City Hall conference rooms. These upgrades will allow the rooms to act as public meeting overflow rooms with full audio and video
File ID: 2022-02055 12/6/2022 Consent Item 5.
participation capabilities. Other upgrades include the installation of new video presentation screens for the City Hall Plaza allowing for a larger number of citizens to monitor and participate in council meetings.
Additionally, the Media Control Room will be upgraded with high-definition video distribution amplifiers and other audio and video systems enhancements. This will allow for a robust transmission of our video production system into our Zoom and Granicus environments.
The purchase of audio-visual equipment and supplies for the City Council Chambers and Historic Hearing Room will be made through the OMNIA Partners Cooperative Purchase Agreement R201202 for an amount not to exceed $350,000. The technical installation, upgrade and configuration services will be provided by EKC under the proposed Supplemental Agreement No. 3 to City Agreement 2017- 0423. The original agreement was established through an Invitation for Bid (IFB) (B17071011003) issued in 2017 that solicited telecommunications cabling services. EKC is uniquely familiar with the City’s audio-visual systems in the City Council Chambers and Historic Hearing Room and qualified to perform this work.
Policy Considerations: The recommendations in this report are in accordance with City Code: 1) section 3.56.240, which authorizes the City Manager, where advantageous to the City, to utilize cooperative purchasing agreements approved by the City Council to purchase supplies or nonprofessional services through legal contracts of other governmental jurisdictions or public agencies without separate competitive bidding by the City; 2) section 3.56, Purchasing of Supplies and Services; and 3) section 3.56 and 3.64 concerning Council approval of agreements that are $250,000 or more.
Economic Impacts: None.
Environmental Considerations: Not applicable.
Sustainability: Under Phase 1 of the City of Sacramento’s Climate Action Plan, all applicable “Green” technology initiatives will be considered prior to the purchase of IT equipment hardware and software.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement approach increases pricing competitiveness and lowers operating costs through volume purchasing. When comparing the administrative costs of
procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protest, and administration of the contract. It is often more cost effective to eliminate the cost and time spent on these administrative processes and purchase items and
File ID: 2022-02055 12/6/2022 Consent Item 5.
services through a cooperative purchasing program. The City has used both regional and national cooperative purchasing agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments and the Procurement Services Division to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost savings opportunities for the City.
Financial Considerations: There is sufficient funding in the Council Chamber/Hearing Rm Program (A07001000), Fund 3702 to cover the cost of the supplemental agreement. On November 1, 2022, City Council adopted Resolution 2022-0336, approving the Public Educational, and Governmental (PEG) funding award of $446,646 with the Sacramento Metropolitan Cable Television Commission (SMCTC) for audio visual upgrades in the City Council Chambers and Historic Hearing Room. The PEG funding for this upgrade has been included in A07001000.
Local Business Enterprise (LBE): The City’s LBE program does not apply to cooperative purchasing agreements that result from another public agency’s competitively bid process.
Attachment 2
Cooperative IT Purchases
Vendor Name Amount Cooperative Purchase Agreement Description B&H Foto &
Electronics Corp.
(and all authorized
resellers)
$350,000 OMNIA Partners # R201202 Audio visual, audio conferencing, installation,
sound and speakers, PA
systems, professional
media, monitors, cameras,
and displays.